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2017TEAM VILLAGEGUIDEBIKEMS.ORG

WELCOME TOTHE TEAM VILLAGE!IT IS OUR HONOR TO INVITE YOUTO JOIN US AT THIS YEAR’S TEAM VILLAGEWe know it takes many people to pull this ride together. From the volunteers that assist you, to the donorswho write the checks, to the family members who support your training and fundraising, to those with MS whomotivate and inspire so many individuals working together toward a world free of MS. And what better way tocelebrate your team’s accomplishment than to gather these individuals under one tent at the ride to toast yourteam’s victory! This is what the Team Village is all about. This Team Village Guide is here to assist you in puttingtogether your team’s tent. If you have questions not answered here, please contact Elli Miles at 904-332-6889 ext.41119 or elli.miles@nmss.org.1

TEAM VILLAGEWHAT IS THE TEAM VILLAGE?The Team Village is the centerpoint of the Bike MS overnight and a gathering place for teams and team members.Each team that chooses to participate will have their own tent in the Village for their team members, familymembers, co-workers and friends to enjoy.HOW IT WORKSTeams rent tents, tables & chairs through Special Event Services, which are set up for the teams in the TeamVillage. The rest is up to the individual team. Teams can get donations of food, solicit massage therapists,have volunteers set up decorations and much more.The 2017 Team Village Order Form can be found at the end of this guide. Please notify Elli Miles at 904-3326889 ext. 41119 or elli.miles@nmss.org to secure your team's tent spot. Tent Order Forms may be submitted tocaroline@iamevents.com and must be reserved by September 15, 2017. Orders will be confirmed by SpecialEvent Services and the National MS Society. If you have any questions, please feel free to contact Special EventServices directly at 386-760-6111 ext.8.TENT PLACEMENTTeam tent placement is a hot perk of the Bike MS weekend! Tent placement will be determined based onfundraising totals as of September 15, 2017. The top five fundraising teams will be given first choice of their tentplacement in order of fundraising totals. The remaining teams will be assigned their location in Team Villagebased on tent size and available space. There is no guarantee that a team will be in the same spot as they were theprevious year.ADVANTAGES Be centrally located: The Team Village will be the centerpiece of the Bike MS event this year, so your team willhave easy access to all the amenities. Generate excitement around your team, your supporters, your company and the Bike MS event. Involve families of team members and co-workers by having them volunteer to host the tent.Provide a leadership role to a team volunteer as the “Tent Captain” who is responsible for organizing a groupof volunteers who will choose the theme and decor, and plan special perks like great snacks & drinks, comfychairs, your very own massage therapists and much more!Allow team sponsors to be present in the tent to hand out their products, coupon or flyers for their business.Show your team spirit and personality by decorating your tent.OUR COMMITMENTThe Society commits to establishing a great area for the Team Village and ensuring that our tent vendor followsthe orders that are placed. Chapter staff and volunteers will be available throughout the event at the Team Villageto answer questions and provide assistance as needed.2

BUILDING YOURTEAM VILLAGE CREWIn order to ensure a successful Team Village tent, the first thing you need to do is get some help! As a team captain,you are very busy recruiting riders, training, and building your team, so building the tent is a job to be shared withothers! Do you have co-workers, friends or family that would like to be involved, but don’t ride? Ask them to takeon these important volunteer activities.VOLUNTEER POSITIONS3 Tent Captain: The tent captain is the heart and soul of a good tent and their work begins long before theevent, with meetings of lead volunteers and organizing activities. Overall the captain coordinates all theactivities in and around your tent and the lead volunteers. This person should be organized and enthusiastic.The best team tent captains are not cyclists, but those who support your team and will be available the dayof the ride. Volunteer coordinator: Helps the tent captain recruit volunteers for the event, communicates volunteer jobsclearly, organizes the volunteers on the day of the event and provides t-shirts for the volunteers so they areeasily identifiable. Food and beverage coordinator: Works with your budget to coordinate food and beverage in the tent.Whether it’s family members bringing their grill from home or a catered affair, this volunteer is the go-toperson for all things edible! Décor coordinator: The most creative job in the bunch! Decides on a theme, organizes decorations andcommunicates the theme to all others involved. Entertainment liaison: Every good party has music! Go all out with a DJ or band, or just bring an iPod orstereo and CDs from home. Other entertainment ideas include coordinated games, massage therapists, and hot tubs. Let the themeguide the ideas.

Detail team: All hands on deck for this job! From setting up tables, blowing up balloons, re-stocking snacksand drinks, pulling trash, and hanging banners — don’t underestimate the importance of this crew! Photographer/videographer: Make the memories last! Capture the festivities in motion then create asouvenir video or photo slideshow for team members and use to recruit more folks to the team next year! Transportation: Because your team will need to transport all of your own decorations and food, you willneed someone to transport, or coordinate the transportation of, all your tent supplies. Cheering section: Never underestimate the power of hearty congratulations or a big smile and round ofapplause greeting a rider as they cross the finish line and join their team in the village. Bring the bubbles,noisemakers and lots of energy for this fun and festive job!THINGS TO BRING Arrange for your own team massage therapist. If you weren’t the best captain already, you will be now!Please note: Teams who use their own medical or massage therapist do so at their own risk. The Societyassumes no liability for these services. Company fliers to hand out to team members or other riders, i.e. key chains, stickers, beads, etc.Decorations for the “Best Tent” decorating contestDisposable cameras and/or video camerasNoisemakers to welcome your teammates as they arrive from the rideFood (see Food & Menu Ideas)Giveaways for team members or other riders4 4

FOOD & MENU ITEMSThe Bike MS event is a fully supported event with plenty of meals and rest stops. However, your team may still behungry at the end of the day. Pack some food for your team to enjoy while you are hanging out in your tent. Go with your theme: A Hawaiian theme begs for pineapple and roast pork, while a Western theme wouldsuggest a barbecue. Sandwich bar: Complete with buns, deli meats and cheeses, and all the fixings. Sweets! Bring brownies, cupcakes, cookies or candy for dessert.Grill, anyone? Bring out the grill for some burgers, veggie burgers, brats, etc. Contact Elli Miles at elli.miles@nmss.org if you will be using a grill. You are required to notify staff, as we will need to prepare your tent withsafety equipment.Beverages and ice.Or, take a load off and have your meals catered!For your team’s digestive health please make sure that hot food stays hot and cold food stays cold.ALCOHOL POLICYWhile a cold beer might be just the thing to top off a great day of riding, please understand that the serving ofalcohol in our Team Village requires everyone to act responsibly. Please follow these simple but important policiesto ensure the safety of all participants and understand your liability as the team host when providing alcohol. Post signs that state ‘Proof of age required’.Have a means to check ID.Utilize tickets, wristbands, etc. to control the consumption of alcohol.Be prepared to provide transportation for anyone who may be intoxicated and is traveling offsite.Follow all local regulations and laws regarding the distribution of alcohol.TEAM VILLAGE AWARDSAwards for the Best Team Tent (1st, 2nd and 3rd place) will be presented at the Saturday night program at theHilton in Daytona Beach.2016 Best Team Tent Winners:1st Place - Team First Flight - Team Captain Ellen Kallaher2nd Place - Team Left Hand - Team Captain Chris Lennert3rd Place - Mayo Clinic - Team Captain Sherry Mahoney5

GOOD NEIGHBOR POLICYThere is limited space in the Team Village, and we want to make sure everyone has a comfortable, fun and relaxingexperience. We ask that your team please adhere to the following good neighbor policies. Quiet time begins at Insert time ! That means shutting down generators too. Do not set up private sleeping tents next to the team tent. These tents need to either be located inside yourteam tent or in the designated camping area.No open fires (i.e. bonfires) are allowed. Insert Fire Code Rules .No roping off the space around your tent.Please keep trash and other items out of the main walkways and thoroughfares.After unloading, all vehicles need to return to the designated event parking area.Unless your tent has a specific, enclosed space for bicycles, please make sure that all team members drop offtheir bikes at the bike corral.6

SAMPLE TEAM TENT BUDGETTo help you budget for your tent this year, here is a sample budget sheet for your use. Your team may need all ofthe budget items or just a few — it is up to you!ITEMPRICE PERQUANTITYTOTAL eDinnerServing ware (utensils, cups, plates)Trash bags/cansGeneratorMassage therapist(s)Port-a-pottiesVolunteer t-shirtsEntertainmentGiveaways for team membersTOTALThe National MS Society partners with Special Event Services for Team Village supplies. Please use the2017 Team Village Order Form at the end of this guide to submit your order to caroline@iamevents.com bySeptember 15, 2017. Orders will be confirmed by Special Event Services and the National MS Society. If youhave questions, please feel free to contact Special Event Services directly at 386-760-6111 ext. 8.Orders are fulfilled based on availability. We cannot promise any team a specific location or tent.7

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2017 BIKE MS ORDER FORMDEADLINE: September 15, 2017*All items are based on availability ONLY!Team Name:Delivery Date: Thu, Oct 12, 2017First & Last Name:Event Date: Sat, 10/14 - Sun, 10/15/17Company:Pickup Date: Mon, Oct 16, 2017Billing Address:On-Site Contact: Preston StebleinCity, State ZipOn-Site Contact #: 817-909-0549OfÞce Phone:SES Representative: Caroline CourtemancheMobile Phone:OfÞce Phone: 386-760-6111 Ext. 8Email: caroline@iamevents.comEmail:TENTSQTYCHAIRSSizeSq. Ft.SeatingCapacity10x101008-10 186.75Folding, Plastic/MetalBlack 0.9010x2020016-20 263.25Folding, Plastic/MetalWhite 1.3510x3030024-30 416.25Resin Folding, PaddedBlack 2.7020x2040032-40 348.75Resin Folding, PaddedWhite 2.7020x3060048-60 479.25Wood Folding, PaddedNatural 2.7020x4080064-80 542.25Flag Color (circle one):RateQTYDescriptionColorRateBlue Red Green Yellow WhiteTents include Tent Walls, Weights, Fire Extinguisher & � Round30”W x 30”H3 9.0090” Round30” Rnd 7.2048” Round48”W x 30”H6-8 6.75108” Round48” Rnd 9.0060” Round60”W x 30”H8-10 7.65120” Round60” Rnd 12.156’ Banquet30"Wx72”Lx30”H6-8 6.7560”x102” Rectangular6’ Bqt 6.308’ Banquet30"Wx96”Lx30”H8-10 7.2060”x120” Rectangular8’ Bqt 6.30DescriptionRateQTYOTHER ITEMS NOT LISTEDQTYDescription (Please Include Sizes/Colors)DescriptionTableSizeRateOTHER ITEMS NOT LISTEDQTYDescription (Please Include Sizes/Colors)A 25 delivery/pickup charge and 6.5% sales tax will be added to all orders.413 Oak Place, 2A, Port Orange, FL 32127Phone: 386-760-6111 * Fax: 386-760-6143Email: caroline@iamevents.comMore Info: www.iamevents.com