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FAQs

On this page you’ll find the answers to all the big Oxfam Trailwalker questions. If you can’t find what you’re looking for here, please email the Sydney Oxfam Trailwalker staff or call us on (02) 8204 3919.

Register your team

When do registrations open and what are the categories for registering?

Registrations will open at 10am on March 29, 2012. Teams can register in the following categories: $1000+, $5000+, $10000+ or $20000+. Remember, all teams must raise a minimum $1000 each.

How does team registration for Oxfam Trailwalker Sydney work?

The Sydney event is limited to a maximum number of teams at the request of NSW National Parks & Wildlife Service and team places are hotly contested each year when registration opens.

Team places in the Gold + categories (teams committing to fundraise more than $5,000) will be offered online on a ‘first in’ basis.  Note that for the 2011 event, average fundraising was $6,079 per team.

Team places in the starter category ($1,000 +) will again be offered via a lottery system to make the process fairer. Entry to the lottery will remain open for 2 weeks, at the end of which team places will be drawn by an external auditor. ‘Winning’ teams will be given a short time to complete the registration process to confirm their place.  Teams will still need to have the contact details for all four team members to enter the lottery and a small administration fee will be payable at this point.

How do I register a team and what information do I need to register?

All registrations take place online. In order to successfully complete your registration you will need to provide:

  • Team Name
  • Fundraising category and team fundraising target (choose an ambitious category and target)
  • Estimated finishing time (the average time for the 2011 Sydney event was 29hrs 16mins)
  • Team category (the industry you are mostly representing – if none are applicable, choose Open or Family & Friends)
  • Team member information x 4 including: full name, date of birth, postal address, email address

How many walkers do I need in order to register a team?

You will need all four walkers’ details to register your team.

What are the registration fees for 2012?

The registration fee is $700 per team. The fee is non-refundable and non-tax deductible, as it directly covers event costs. You will be required to pay the registration fee by credit card via our secure payment facility at the time of registration. It is important to note that your team place is only secured once your payment has been received by us.

What is the minimum fundraising level?

All teams, no matter which pledge category they choose, must raise a minimum of $1,000 (in addition to the non-tax deductible and non-refundable registration fee) to participate in the event. Teams must have fundraised at least the minimum $1,000 by the Friday of the week prior to the event to be eligible to participate. Teams that fail to do so will be unable to start the event without the prior approval of the event organisers in accordance with Event Rule 24.

What is the minimum age for entering Oxfam Trailwalker?

All participants must be 18 years or older on Friday 24 August 2012. Oxfam will not accept registrations from people under the age of 18.

When do we receive our team registration pack?

Team registration packs will be available for pick up at the Information Night which will be held in May.

Manage your team

Help! How can we find walkers for our team?

If you need to find walkers for your team head to the Sydney Singlesboard. There you can post an ad or respond to a walker who’s looking to join a team. Make sure you choose someone whose goals are similar to yours to ensure the team dynamic remains strong.

Is it possible to have more or less than four people per team?

No. You must have four people to register and your team must present as a team of four people at the start. If you know more than four people wanting to enter, try to recruit another team. We also have an online Singlesboard which helps people to find teams and vice versa.

What does the Team Leader do?

Whether you call yourself Team Captain, Team Hero, Team Mascot, Team Motivator or Team Organiser, every person who commits to being a Team Leader is most importantly the Team Communicator. The key to being a good Team Leader for Oxfam Trailwalker is keeping the communication lines flowing between your team and Oxfam. In other words, making sure your team members receive the information we send and that you contact us when you need help.

While every walker should receive the Sydney Trailwalker eNews and have access to the Oxfam Trailwalker website, the Team Leader will be responsible for:

  • Distributing the registration pack items
  • Ensuring Oxfam has accurate records for team members
  • Ensuring waiver and release forms and emergency contact details for each team member are provided prior to the event

How can we change a team member?

To change a team member you need to download the Change of Team Member form. Once you have returned the form we will add the new member to the team.

How can we change our team, organisation or sponsor name?

Changing your team name is easy. No need to ask first, just check there isn’t another team with that name by entering it into the online team finder, then send us an email with your new team name and we’ll do the rest. You may also decide to add your organisation name or a sponsor’s name in the ‘team representing’ field. This will appear on the website. Some teams have been known to auction off their team name as a fundraiser.

How can I change my email address?

If the email address we have on file for you is incorrect or out of date, simply send us an email with your new address and we’ll update our records.

How can I change my personal details?

Send us an email and we can make the required changes.

When is the deadline for team changes?

Team changes must be received by Oxfam Trailwalker staff by 5pm on the Monday of event week to ensure all changes are processed in time for the start of the event. If you miss the deadline for changes, you will need to bring your forms with you to the Registration Area at the Start. Download the Change of Team Member form.

When do we receive our Briefing Packs?

The Briefing Packs will be distributed at the Briefing Night in August. The packs will include team confirmation reports, medical questionnaires, team mobile contact forms, support crew map and info book and more. For teams that cannot attend the Briefing Night, these packs will be posted to Team Leaders in shortly after the night.

Training

How much training should we do?

You should start training as soon as you decide to take part in the event. No matter what your base fitness level is right now, every participant should train regularly in the lead-up to the event. We encourage all participants to get to know the trail and use it for at least a few of your training sessions. We recommend that at least one member from each team has experienced the entire trail. Every team should walk together regularly and slowly build up towards a long walk of 40-50km. Teams should taper off their training walks around 2 weeks out from the event. Please refer to our training information to help you on your way.

How far should we be walking in our training?

It depends on your base fitness levels and your goals. Please see our training guides to help your team plan your training. Every team should walk together regularly and slowly build up towards a long walk of 40-50km. Teams should taper off their training walks around 2 weeks out from the event.

How do we work together effectively as a team?

Prior to the event, discuss goals and strategies with the team. Wanting to win when the rest of your team considers a finish as success might not be the best starting point for unity. It’s good to have a couple of personal goals as well as a couple of team goals. Use the team goals to help unify and focus the team and try to have personal goals that are consistent with helping achieve the team goals.

Talk about the pace you want to take at the start. Many first-time participants make the mistake of going out too fast. With 24-48 hours of non-stop activity ahead of you, pacing is critical. Find out more about creating good team dynamics.

Am I fit enough to do Oxfam Trailwalker?

We firmly believe anyone with the right training and attitude can complete Oxfam Trailwalker. We do offer some basic training advice in our Event Handbook and other advice along the way. Of course, you should consult your doctor or specialist for the right advice relative to your personal fitness level and health.

Are trainers or hiking boots better for this event?

It’s up to you. Experienced Trailwalkers are divided on this point so the best thing to do is get training on the trail and find out what you prefer. Always have spare shoes so you can switch back and forth during the event. Check out our gear tips for more information.

How do we know it’s safe to train? Where can we research the latest trail conditions?

Keep an eye on the Oxfam Trailwalker Sydney blog, where we will post trail updates and alerts. As our Trailwalkers are regularly out on the trail, we ask that you contact us if there’s anything you feel we should know about, such as fallen trees.

Teams are also asked to conduct their own research while planning training walks. Prior to heading out on the trail check the conditions and the weather (including fire conditions) for the area you are planning to visit. National Parks website is worth a quick look, especially if you’re training on trails other than the event trail.

Fundraising

What are some of the fundraising awards, rewards and benefits?

There are a number of awards, rewards and benefits available to teams based on their pledge categories and final fundraising amounts.

How can Oxfam help us with our fundraising?

We send every team a registration pack via the Team Leader soon after registration. The packs contain plenty of fundraising tools, ideas and resources which will help make fundraising easy and fun. There is a fundraising toolkit resource available upon request, which contains tips, ideas, information and support for your fundraising efforts. You can also find this information in the fundraising section.

How do we use our Teamspace page?

Each team will have its own web page (Teamspace) which you can personalise to tell the world your Oxfam Trailwalker story and inspire supporters to donate. Use your Teamspace to show your supporters all about your team and your challenge, including stories and photos from the trail, fundraising target and progress, estimated finishing time and all other details you will have added over time. Participants can also choose to publish feeds on teamspace from their Twitter and Facebook accounts.

You should receive an email from Oxfam Trailwalker staff containing a link to your Teamspace page, as well as your username, password, and instructions for logging in. If you have not received this email, please contact us and we’ll send you your details.

How do I submit funds raised through a fundraising event?

If you have money raised from a fundraising event and are using donation receipt books, please note the amount in your book, leave the tear-off receipt intact, include this in the cash donations total and cover the amount with a cheque, money order or credit card. Please note that online donations must not be receipted in the donation receipt book.

If you are not using donation receipt books please note the amount and either send us a cheque with the total or simply cover the amount with a money order or credit card payment. Please note when transferring event fundraising amounts to Oxfam that these are not tax-deductible, and tax receipts should not be issued to individuals.

What do I do with a cheque donation?

If you receive cheque donations, the cheques are to be made out to Oxfam Australia and can be receipted through a donation receipt book (these books can be requested from the Oxfam Trailwalker staff). The cheques must then be sent to us when you return your donation receipt book.

If you prefer not to use a donation receipt book please send the cheque, along with the donor’s name and postal address, to PO Box 1711 Strawberry Hills NSW 2012. We will process the cheque and send a receipt to the donor.

How do we issue tax receipts to our donors and sponsors?

Donations made online to teams are issued with an electronic receipt. If you receive an offline donation of more than $2 and the donor would like a receipt, you can process the donation online with your credit card or debit card and the donor’s details. Alternatively, send us a cheque and the donor’s details to PO Box 1711 Strawberry Hills NSW 2012 and we will issue the donor a receipt.

You can also request a donation receipt book with 20 tax receipts from the  Oxfam Trailwalker staff. Tax receipts can be issued directly from the book for all donations (cash, credit card or cheque) over $2.

Can we fundraise for the entry fee?

No. Teams are not authorised to fundraise on behalf of Oxfam until they have completed the entry process, accepted the terms and conditions of the event and paid their entry fee.

How much money do we have to raise to participate in the event?

All teams participating in Oxfam Trailwalker commit to raising a minimum of $1,000 to support Oxfam. This amount does not include the $700 team registration fee, which contributes to the running costs of the event. Your team must meet the minimum fundraising commitment of $1000 by Friday 17 August in order to take part in the event. See Rule 24.

What can Oxfam do to support our fundraising event?

If you are hosting a fundraising event, whether it’s a BBQ, trivia night or concert, we are here to support you. We can supply you with banners, posters and, if required, public liability cover and letters confirming that you are fundraising on behalf of Oxfam Australia. You can contact us for advice on how to make the most of your fundraising event by calling us on 02 8204 3919 or sending us an email.

Our team has reached our fundraising target, what should we do?

Go Team! If you meet or exceed your fundraising target, call us on 02 8204 3919 or send us an email and ask us to increase your target so that your supporters know you’re still fundraising. You’ll be surprised at how much this can encourage further donations. Remember, by this stage you have met your obligatory minimum fundraising amount so why not set yourself an ambitious target?

When is the fundraising deadline?

The fundraising deadline is 4 October, 2012. By this date, all online donations to your team must be made and all offline funds raised through events or via donation receipt books must be submitted to Oxfam.

How much money is Oxfam Trailwalker Sydney aiming to raise in 2012?
In 2012, we are aiming to raise more than $3 million to support our vital work and enable the people we help to bring about positive change in their lives.

Where does the money go?
Oxfam Australia is part of a global movement of dedicated people working hard to fight poverty and injustice. Oxfam Australia has been working with communities for more than 50 years to provide people with the skills and resources to help them create their own solutions to poverty. We do this by investing in long-term projects, responding to emergencies, and campaigning for change. Oxfam Trailwalker now raises more than $6 million each year in Australia. Each and every donation made to our Trailwalker teams makes a significant difference to the lives of others.

The start

What time do we start?

There are four start times for the event: 7am, 8am, 9am and 10am. An equal number of teams will be allocated to each start time. We stagger the starts to spread teams out along the trail, allowing our systems to cope with 2200 people and minimising our impact on the environment.

When will we be allocated a start time?

Start times will be posted on your Teamspace page in July.

Can we choose our own start time?

Teams cannot choose their own start time. For an event with so many participants, it is important that the fastest teams start in the earliest time slot to avoid congestion on the trail. We are required to allocate equal numbers of teams to each start time and once these are allocated in July we cannot make any changes.

If you need to change your start time and can find a team that is happy to swap their start time with you, then please notify us in writing prior to Friday, 3 August 2012 so that we can confirm this with both teams. We will not swap your start time under any other circumstances due to the planning, resources and infrastructure critical to ensuring the event starts on time and all teams get away successfully.

During the event

Will I have mobile phone reception on the trail?

There are some areas of the trail where mobile phones may not have reception. To improve your team’s chances of having mobile reception during training and the event, we recommend all teams carry phones connected to at least two different network providers.

Do we sleep during the event?

Some teams do and some teams don’t. The decision is entirely up to your team and your agreed event strategy. We would, however, recommend you don’t sleep for more than three or four hours at a time, as it can be difficult to get moving again after a long sleep.

Volunteering

What volunteer roles are available?

Oxfam Trailwalker offers a range of volunteer opportunities. You can work at a checkpoint, out on the trail, in the transport and logistics crew or as part of the health and medical team. You can also volunteer with Oxfam Trailwalker at the Oxfam office in the lead up to the event.

How can I express my interest to volunteer for Oxfam Trailwalker Sydney 2012?

To express your interest in volunteering for Oxfam Trailwalker, please complete the Volunteer Registration Form. The Oxfam Trailwalker staff will contact you to confirm your registration details and offer you a shift.

What meals are allocated to volunteers?

Meals will be provided to all volunteers working through standard meal times: breakfast (8am to 10am), lunch (12pm to 2pm) and dinner (6pm to 8pm). Lunch and dinner meals will be delivered to all checkpoints and trail marshal locations. Basic food (such as bread, spreads, fruit, tea and coffee) will be available at each checkpoint.

Will I have training for my role?

Training sessions for volunteers will be held in August. These sessions will provide an overview of the event, as well as detailed training for specific roles. You will gain an understanding of your responsibilities and the training will ensure you feel confident with your role.

I’ve volunteered before – will I need to attend a training session?

Even if you have volunteered for Oxfam Trailwalker in the past, it is important that you attend a training session as each event is different.

Can I bring a friend to volunteer with me? Can we volunteer as a group?

Yes, the more the merrier! Volunteers often work in pairs or groups and we always try to accommodate people wanting to work together. Please let us know if you have friends you would like to volunteer with. If you are part of a large group of people wishing to volunteer together, please contact us as soon as possible so we can assign everyone in the group with roles in the same location.

How do I get to the event?

There is limited public transport to most of the volunteer locations. We encourage volunteers to organise their own transport by car to and from their volunteer locations. In an effort to reduce our carbon footprint, Oxfam Trailwalker encourages all volunteers to car pool where possible.

What do I need to bring for my shift?

  • Mobile phone.Please make sure you bring a mobile phone so we can contact you in case of an emergency.
  • Wear layers.The weather can be unpredictable; play it safe and bring a raincoat, umbrella, sunhat, sunscreen, beanie etc. Winter nights can get chilly, so please rug up and bring layers.
  • Volunteer information pack. Remember to bring your pack as it has information you may need to refer to.
  • Personal supplies.Bring things that will make you more comfortable in your role. For example, trail marshals should bring a fold out chair, snacks, water, torch and a book for quieter periods.

What happens if I cannot attend my shift?

If you cannot attend your allocated shift for any reason, you must immediately notify the Volunteers Coordinator. The more notice you give, the easier it will be for us to find someone to replace you.

What is the volunteer e-newsletter and how do I subscribe?

The volunteer e-newsletter will be sent in the lead up to the event to keep all volunteers up to date with the latest news and volunteering information. Every volunteer will be automatically subscribed to the volunteer e-newsletter.