Event
Coordinator
Manual
The Canadian Association of Occupational Therapists in partnership with Canadian Automobile
Association have worked together to bring CarFit to Canada.
AAA, AARP, and the American Occupational Therapy Association (AOTA) have developed and
implemented a turnkey educational program (“CarFit”) that offers older drivers the opportunity to check
out how well their cars “fit” them and to become aware of community-specific resources and activities
that could make the fit better. The program enables trained CarFit Technicians under the supervision of
CarFit Event Coordinators, and working with occupational therapists or qualified driver rehabilitation
specialists, to observe the older adult driver in their vehicle and to use the opportunity to open a
conversation and provide some collateral materials for follow-up action. CarFit is designed to operate
successfully in a variety of community-based settings such as senior centers and in conjunction with
existing community-based programs, such as safe driver programs run by AAA and AARP.
Staging a CarFit Event:
Event Coordinator Training
Table of Contents
1. Program Background & Event Coordinator Agreement
2. Roles & Delivery Methods
3. Responsibilities of Event Coordinators
4. How to Plan a Successful Event
5. How to Conduct a Technician Training
6. Volunteer Duties
7. How to Market/Promote Your Event
8. Countdown to Event/Sample Timeline
9. How to Set Up a CarFit Site
10. Event Follow Up
11. Tools & Resources for Event Coordinators
12. Things to Consider/Class Brainstorm
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Record of My Event Coordinator Training
Prerequisite: Technician Training (Classroom plus CarFit Event required)
Name: ___________________________________________________________
Address: ___________________________________________________________
(Address used for CarFit website registration)
E-mail: ___________________________________________________________
(E-mail address used for CarFit website registration)
Technician Training:
Location of Classroom Technician Training with Outside Practice (Lab):
_____________________________________________________ Date_______
Location of CarFit Training Event: _________________________ Date_______
CarFit Event Coordinator Training:
Location of Event Coordinator Training:_____________________ Date_______
Name of CarFit Instructor:_____________________________________________
CarFit Instructor Email: _______________________________________________
Note: If you are seeking continuing education credit, record your hours of
education and retain your class schedule with this packet.
 I have completed Technician Training plus Event Coordinator Training. I am
prepared to conduct a CarFit event in the role of CarFit Event Coordinator.
 I have signed and submitted the Event Coordinator Agreement Form.
 I understand that the CarFit website www.Car-Fit.org is the primary source for
resource materials and that the CarFit Canada micro site provides
complementary
information and resources to support the implementation in Canada.
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Program Background /Event Coordinator Agreement
As you learned in Technician training, CarFit is a community-based education program that offers older
drivers the opportunity to discover how well their cars “fit” them so they can become both safer and
more comfortable behind the wheel.
The CarFit Program was designed to:
 Promote continued safe driving and mobility among older drivers by focusing attention on the
“fit” between driver and vehicle.
 Create an open environment that encourages conversation about safety information related to
driving.
 Provide information, education, and community-based resources to older drivers in a nonthreatening, quick and accessible manner.
This turnkey educational program was created by the American Society on Aging and developed in
collaboration with AAA, AARP and the American Occupational Therapy Association. The Canadian
Association of Occupational Therapists in partnership with Canadian Automobile Association have
worked together to bring CarFit to Canada.
CarFit events are offered in a wide variety of settings, such as senior centers and church and school
parking lots. CAA Clubs in most parts of the country are prepared to co-host or help organize CarFit
events, and can deliver participants or venues. When planning an event contact your local CAA club at
the beginning of the process to determine if there is a fit. CarFit events may also be offered as part of
safe driver programs run by CAA and CAOT in conjunction with other community educational activities.
Today, we will learn about the important role Event Coordinator’s play in making CarFit a success.
CarFit uses a train-the-trainer model that requires training and adherence to the program procedures
and messages.
No one may use the CarFit Program without training and authorized access to the program materials.
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CarFit Event Coordinator Agreement
As the official host of a CarFit Event in your community, you have the opportunity to make
older drivers – and your community – safer. To maintain the consistency, value and safety of
the program, CarFit Event Coordinators agree to follow all guidelines by signing the letter of
agreement included in this manual.
In signing this letter, you agree to:
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Complete your Event Coordinator profile on the www.car-fit.org website and become
familiar with the www.car-fit.org and www.caot.ca/CarFitCanada so you can access all
online resources.
Notify your local CAA club of your intention to stage a CarFit event and invite their
participation in helping with the event.
Identify and secure a location to train the volunteers and a site to hold the event.
Establish a call-in telephone number to serve as a point of contact for the public that will
allow you to answer questions and schedule appointments.
Register all CarFit events at least three weeks in advance on www.car-fit.org (Access the
Event Coordinator section using your login and password.) as well as send a description
of the event to carfit@caot.ca
Ensure that boilerplate language and the CarFit logo appear on all news releases and
publicity related to the CarFit event. The official description which must be included is:
“CarFit is an educational program that provides a quick, yet comprehensive review of how
well you and your vehicle work together. The programme also provides information and
materials on community-specific resources that could enhance your driving safety and increase
mobility.
The Canadian Association of Occupational Therapists in partnership with Canadian
Automobile Association have worked together to bring CarFit to Canada. The program was
initially developed by AAA, AARP and the American Occupational Therapy Association.”
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Sample press releases are available at www.caot.ca/CarFitCanada and www.car-fit.org
and the CarFit Canada site.
Recruit a lead occupational therapist in coordination with the Canadian Association of
Occupational Therapists (CAOT). This practitioner should assist you in completing the
collateral materials and serve as an onsite expert. A list of CarFit- trained occupational
therapists can be obtained by email carfit@caot.ca.
Follow the training and event procedures outlined in the CarFit training manual. Obtain
and use CarFit-approved Technician Training manuals, checklists and materials to train
CarFit Event volunteers and conduct CarFit events. All materials are available online at
www.caot.ca/CarFitCanada and www.car-fit.org.
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Recruit, train and supervise the following volunteers:
1. Trained Technicians who will take participants through the CarFit Checklist.
2. Occupational therapists, occupational therapy assistants, supervised
occupational therapy students or driver rehabilitation specialists who will
address the critical issues from the CarFit Checklist, describe basic strategies
to address those issues, demonstrate adaptive devices and offer information
on additional driver training and rehabilitation services.
3. Scheduling Volunteers who will take reservations for the event and make
reminder/confirmation calls to registered participants.
4. Volunteers who will check reservation lists and distribute information.
5. Traffic Director Volunteers, who will ensure a safe flow of traffic at the event
site.
6. General Volunteers, such as assistants for the Technician Training who may
help set up the training room, organize audio/visuals aids, handle check-in
and organize refreshments.
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Develop a Goody Bag to distribute to participants at the Checkout Station. It should
contain collateral materials from the CarFit organizations, the CarFit brochure and a
local resource guide (listing mobility resources, driver rehabilitation programs and driver
safety programs). A template on the CarFit website can be customized to create a local
resource guide. Sponsors may also donate give-aways for the Goody Bag such as
coupons and key chains.
Complete the on-line CarFit Event Activity Report on the CarFit website www.carfit.org.
By signing below, I agree to the above conditions.
______________________________________
(NAME)
______________________________________
(ORGANIZATION)
______________________________________
(EMAIL)
______________________________________
(DATE)
You instructor will print a copy of this agreement for you to sign and return. Please keep this copy in
your manual for future reference. Thank you!
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Delivery Methods
The train-the-trainer model requires training and adherence to all program procedures and messages.
As mentioned previously, the CarFit Program cannot be used without proper training and authorized
access to program material.
Roles within CarFit: Only Instructors may train Event Coordinators. After today’s class, you will have
the responsibility to train new Technicians.
Instructors
Event
Coordinators
Trained
Technicians
Untrained
Volunteers
CarFit was designed to be flexible. The program can be delivered in one of three ways:
 Public or private CarFit event with an occupational therapist on site or Trained Technicians only
 1:1 CarFit, delivered to individual drivers by appointment
 CarFit event associated with a driver safety program
CarFit Event (Public/Private): A typical public/private CarFit event is scheduled for 2-4 hours and
reaches an average of 15 drivers, making it a very effective and efficient method of delivery CarFit
outreach and education.
Technician Only Events. Ideally, CarFit events involve occupational therapists and/or driver
rehabilitation specialists. If you cannot enlist their services, you may offer a Technician Only CarFit event
and distribute a local resource guide that lists occupational therapists and driving rehabilitation services.
Hand out business cards from local occupational therapists and driver rehabilitation specialists at
your Checkout Station.
1:1 CarFit: The 1:1 CarFit option allows individual drivers to schedule an appointment to go through the
CarFit Checklist. Some CarFit Event Coordinators schedule 1:1 events as a follow-up to a public/private
CarFit event to make this education available to those who missed it. If you start with a smaller event,
we encourage you to build on your success to deliver this education to more drivers in your community.
CarFit Associated with Driver Safety Program: CarFit events may also be offered as part of safe driver
programs run by CAA and CAOT in conjunction with other community educational activities
Resources
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An information sheet detailing delivery methods is available at www.car-fit.org.
Roles & Responsibilities for Event Coordinators
A CarFit Event Coordinator must be:
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A responsible leader with strong communication skills and the ability to motivate others.
A graduate of CarFit Technician Training (Classroom plus Event).
A licensed driver.
Physically capable of bending, squatting and assisting others with walking
Comfortable dealing with the public, including organizing and managing volunteers.
Comfortable teaching the use of the 12-point CarFit Checklist to a CarFit Technician Training
class and using PowerPoint.
If you lack any of these required skills, ask an experienced CarFit Event Coordinator or Instructor to
mentor you.
CarFit Event Coordinator Responsibilities
As a CarFit Event Coordinator, you are responsible for:
 Communicating with the national organizations.
 Securing a date (and backup date) and location for the CarFit event.
 Conducting CarFit Technician Training using the CarFit manuals and PowerPoint.
 Recruiting volunteers to work the CarFit event (including an occupational therapist or driver
rehabilitation specialist).
 Publicizing the event and promoting CarFit objectives.
 Managing the CarFit event on site.
 Gather information and submit the on-line Activity Report www.car-fit.org.
CarFit Event Coordinators must plan and conduct at least one CarFit event annually.
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How to Plan a Successful Event
First, determine what type of event you are planning? Consider the method, size, and schedule.
Set Dates
Begin planning early.
 A lead time of three to six months is not too far in advance. The possibility of bad weather –
especially in hurricane-flood prone areas -- makes it important to schedule backup dates and
locations for both Technician Training and your CarFit event.
 Contact the local CAA office to inform them of the event. List can be found at
www.caot.ca/CarFitCanada
 Determine how participants will be contacted if the original event is canceled.
 In scheduling your CarFit event, remember that participation in the event is required as the
second half of Technician Training.
Remember: Volunteers who complete the classroom training alone (may have missed the CarFit event
due to illness or weather cancelation) are not considered Trained
Identify an Event Site
Most CarFit events are held outdoors in large parking lots that provide enough room to allow
participants to drive from station to station. Small venues are an option for a static CarFit event, at
which Trained Technicians move between parked cars, rather than direct participants to drive between
stations.
A parking garage is an acceptable site only if it provides adequate privacy and good lighting to ensure
that volunteers and drivers are safe.
(As we age, our vision is slower to adjust to changes in lighting levels, making a darker environment
potentially risky, especially when drivers exit the low light level of the parking garage to the bright light
outdoors.)
Schools, retirement communities, hospitals, churches and community/senior centers typically have
parking lots with shaded or covered drop-off areas and access to bathrooms, making these sites ideal.
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What to Look for:
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A location familiar to seniors, which will boost participation.
Large parking lots on side roads, with separate entrances and exits, and with separate lanes
for in and out traffic that do not cross.
Lots that can be accessed at low speed. (Not directly off a major highway.)
An area near the entrance for a Traffic Director to guide drivers to the Check-In Station.
An area near the exit for a Traffic Director to guide drivers safely out of the parking lot.
Lots set up for forward-driving are preferred. If drivers must back-up, they should be guided
by a Traffic Director.
Covered or shaded area to accommodate two or more vehicles.
Room for three stations: Check-In, Checkup and Checkout. (The number of Checkup Stations
influences how many drivers can participate).
Easy access to restrooms for participants and volunteers.
See diagram below for ideal flow
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Post Your Event on the CarFit Website
Once date, location and schedule are confirmed, post your event details on the CarFit website
(www.car-fit.org) and email then to carfit@caot.ca . Record information for the classroom time and
place, and the event time and place. Remember, when recording schedule, add time for set up and
breakdown, and don’t forget to add your contact information so volunteers can connect with you
directly. Don’t wait until every detail is finalized. It is easy to update your posting as your event
develops.
Gathering Your Team
Contact your local CAA club, CAOT office and the area programs offering occupational therapy and
driver rehabilitation. Key contact information is available on by emailing carfit@caot.ca or visiting the
www.caot.ca/CarFitCanada. Find local Occupational Therapists through medical facilities, retirement
communities, universities and community colleges with OT programs.
Network with representatives from local councils on aging, senior centers and retirement communities.
They are a promising source of locations, volunteers, support materials and help in publicizing your
event.
The size of your team of volunteers is based on the size of your event -- from a single Checkup Station
(or one car at a time) to an event providing three lanes to accommodate more participants.
General Rules of Thumb for Staffing a 3-Hour Event
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A small event (1 lane) requires a minimum of 5 volunteers who could complete 9 Carfit
Checklists.
A medium event (2 lanes) requires a minimum of 10 volunteers who could complete 18
CarFit Checklists.
A large event (3 lanes) requires a minimum of 12 volunteers who could complete 27 CarFit
Checklists.
The Event Coordinator oversees the event, offering supervision and support where needed, and is never
assigned a position. The size and scope of your event can be expanded based on your space and the
number of volunteers available.
Recruit Volunteers
Start building you team as soon as possible. You will need to recruit Trained Technicians, volunteers
interested in becoming Trained Technicians and people who require minimal training/orientation to
help you in the classroom and on site. You will also need to reach out to occupational therapists and
driver rehabilitation specialists in your community.
Identifying community stakeholders and volunteers who have participated in CarFit events in the past is
a good starting point for recruiting. Your posting on the CarFit website and www.caot.ca/CarFitCanada
reaches people interested in participating and experienced volunteers who might be available.
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Trained Technicians: You will need at least four Trained Technicians to work Checkup Stations. They
may also work Checkout (with the occupational therapist and/or driver rehabilitation specialist) and
direct traffic.
Remember: A volunteer is not considered a Trained Technician until they have completed the 4-hour
classroom with outside practice/lab and worked a CarFit event to the satisfaction of a CarFit Event
Coordinator.
The occupational therapist does not need to be a driving rehabilitation specialist. However, he or she
should possess a general understanding of driver rehabilitation programs and how changes associated
with aging and medical conditions may affect the “fit” between driver and vehicle. Interested
practitioners can find additional information on the CAOT website www.caot.ca.
Non-Technician Volunteers: You will need additional volunteers who may be trained one-on-one or in
informal orientation sessions.
These include:
 Telephone/scheduling volunteers
 General volunteers providing welcome and exit assistance
 Traffic Direction volunteers
 Classroom assistants
What if an OT cannot attend your training? Although in-person training is always preferred, some
clinicians have difficulty getting time away from their practice for classroom training. In response, an online education module was developed to provide the classroom portion of the Technician training
geared specifically for OT’s. We will hear more about this later in the presentation.
Practitioners trained only on-line will miss out on the in-person lab portion of the training, therefore,
Event Coordinators will need to provide a one-hour pre-event lab opportunity for practice and
demonstration.
Start Taking Reservations
Begin one month prior to event.
 Keep in mind the number of volunteers/size of parking lot, and be sure to record the contact
name/number for reservations.
 A telephone script And sample scheduling calendar are available on the CarFit website. The
website is password protected, with information geared specially for Event Coordinators. In
addition to the materials mentioned above, you’ll find all of the materials required for training,
conducting events, and managing data.
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Obtain Materials
As CarFit Event Coordinator, you are responsible for securing all of the materials required for Technician
Training and your event. This discussion focuses on materials for the event. Resources required for
Technician Training are covered in a later section.
Some CarFit Event materials may have unexpectedly long lead times. Consult the description of signs
and materials on the CarFit website and order materials as early as possible. CAOT has also provided all
the necessary materials for purchase at a cost-recovery basis on the www.caot.ca/CarFitCanada.
Obtain Administrative/Volunteer Supplies:
Borrow or purchase basic office supplies, including:
 Nametags.
 Duct tape.
 Boxes or containers with lids (to store paperwork).
 8-10 pens.
 Rulers or measuring tapes (2 per Checkup Station). See www.caot.ca/CarFitCanada
 Clipboards.
Reach Out to Sponsors
Approach sponsors to fund or donate items for a CarFit Kit that you will use for multiple events.
Sponsors may be willing to donate driver-related give-a-ways for Goody Bags such as key chains, gas
cards, coupons for oil changes and wipes for glasses. It is important that potential sponsors understand
they are not permitted to sell any items at a CarFit event or promote specific vendors. Remember to
give your volunteers and sponsors the recognition they deserve. Mention sponsors in media statements.
Send thank-you emails to every agency and to volunteers. See www.caot.ca/CarFitCanada for
sponsorship letter templates.
Estimating Documents Required: The size of your CarFit Event dictates how many forms, CarFit
Checklists and promotional materials you need to order.
Standard Rules for Document Needs:
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A small event (1 lane) requires 10-15 CarFit Checklists, Waiver forms, Goody Bags, and copies of
promotional literature.
A medium event (2 lanes) requires 15-20 CarFit Checklists, Waiver forms, Goody Bags, and
copies of promotional literature.
A large event (3 lanes or more) requires 20-30 CarFit Checklists, Waiver forms, Goody Bags, and
copies of promotional materials.
All these materials are available for free or for purchase on www.caot.ca/CarFitCanada.
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Obtain Signs: Order or borrow signs for your CarFit event site. Signs bring visibility to CarFit and
promote safe traffic flow at the event. You must clearly indicate the entrance, the flow of the traffic and
location of the exit.
Effective signage features large print on a contrasting background that is easily read from a distance.
Use materials that will not smear in the rain and will withstand gusts of wind. Professional looking signs
add to the public impression of a thoughtful and well organized event. Pricing for signage depends on
the quality and durability you desire. What matters most is that materials stand up to the weather, are
easy to read, and include the CarFit logo. Be resourceful. Some groups have printed and laminated signs,
mounted them to professionally cut tag board, and then attached the signs to borrowed Realtor signs.
CAOT has also provided all the necessary materials for purchase at a cost-recovery basis on the
www.caot.ca/CarFitCanada including the Traffic Signs, the Pull-Out and Tear Drop signs.
Traffic Signs
CarFit Pull-Out Banner
CarFit Tear Drop Banner
The electronic files with design elements and dimensions are available upon request by email
carfit@caot.ca.
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Obtain Safety Items: Safety items to support your CarFit event can be purchased or borrowed. We
recommend working with CAA local offices, local law enforcement, Ministry of Transportation and
community agencies to secure:
 8-10 tall (36”-1 meter) cones and barricades
 Vehicle wheel blocks (chock blocks)
 Traffic safety vests
 Gadget Kit (a collection of adaptive tools and devices for drivers.)
Obtain Facility/Site Items: Facility/site items may be purchased or borrowed from sponsors and
supporters in the community.
We recommend securing:
 A tent or cover for protection from sun/wind/rain.
 8-10 folding chairs (one at each Checkup Station and in the waiting area).
 2 tables, one for Check-In Station and one for Checkout Station.
 Cooler and bottled water for staff and participants
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How to Conduct a Technician Training
A CarFit training is made up of two parts: Technician training and the actual CarFit event.
Find a Training Site
If you do not have experienced Trained Technicians to work your event, you will need to secure
classroom space for a training session lasting about four hours. Allow ample time for practice on vehicles
in the outside practice/lab. This opportunity to work with the CarFit Checklist using actual cars is
invaluable to trainees. Arrange for:
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Meeting space that accommodates the use of audio-visual aids, including an LCD projector,
with access to a computer with PowerPoint capability (if you will be using these materials).
Covered or shaded parking for outside practice/lab demonstrations with several vehicles.
Access to one vehicle for every 2-3 trainees. (Typically, those attending the training will
allow you to use their vehicles for Checkup practice).
Prepare the Classroom
Plan on approximately 4 hours for classroom training. You will need:
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Computer.
LCD projector.
PowerPoint presentation.
Technician Manuals for each trainee.
Color copies of the Enhanced Mirror Settings handout, Adaptive Device Sheet and Tire
Education Sheet.
Practice copies of the CarFit Checklist and Waiver Form (Download from
www.caot.ca/CarFitCanada).
An easy to read ruler (1 per student or group of 2) or the Official CarFit Canada Ruler
Pens and clipboards.
The OT Gadget Kit.
An example of a filled Goody Bag.
Plan to provide each scheduled trainee with a manual, a practice CarFit Checklist and a ruler. Depending
on your budget, you could staple the manual and handouts into packets or place the materials in a
binder. You will also need to bring in an OT Gadget Kit and an example of a filled Goody Bag.
It is most important to give trainees enough background and hands-on experience to be comfortable
with reviewing the CarFit Checklist with a driver.
Remind your class that if they become CarFit Event Coordinators they will deliver Technician Training
using the same manual and PowerPoint presentation. Encourage them to take notes on their materials.
Always check the website for updated materials! Minor edits to the PowerPoint presentation and
manuals happen periodically throughout the year.
CAOT has also provided all the necessary materials for free on the www.caot.ca/CarFitCanada.
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Your Role as Trainer
As the CarFit Event Coordinator, you lead Technician Training. Using the manual, PowerPoint
presentation and handouts provided by the CarFit Program will ensure that volunteers receive the
information they need to contribute to a valuable experience for drivers in your community.
Show respect and appreciation for your volunteers and the skills they contribute by doing the prep work
so the time they spend in training is focused and meaningful. Schedule breaks and serve simple
refreshments, which may be provided by a community partner.
Content of Training
Technician Training is in two parts: review of the manual which presents the CarFit Checklist in detail
and the outside practice/lab with vehicles and drivers. Overall, you will explain that Trained Technicians
should be prepared to work these positions: Welcome, Traffic Direction, Check-In, Checkup, Checkout
and Exit. You will also assign “starting” roles for each trainee and rotate them through each position.
(Volunteers wishing to work a single position should be allowed to do so.)
The Technician Training manual will guide you in covering:
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History and purpose of the CarFit Program.
Importance of educating drivers about the 12 points on the CarFit Checklist.
Responsibilities related to Check-In, Checkup and Checkout Stations.
How to take a driver through the CarFit Checklist.
The role of the occupational therapist/driving rehabilitation specialist.
Review of the Enhanced Mirror Settings handout.
Review of the Adaptive Device handout.
Review of content of the Goody Bag given to participants.
Demonstration of gadgets (if available).
Invite your lead occupational therapist to explain their work and the benefits of common gadgets
and adaptive devices.
Review the CarFit Checklist
The majority of classroom time should be devoted to reviewing the use of the CarFit Checklist during the
Checkup process. The CarFit Technician Training Manual takes readers through the CarFit Checklist step
by step, describing what is evaluated in each of the 12 points and the safety importance of each item. A
sample script that describes required activities offers suggested talking points for the Trained
Technician.
Trained Technicians working the Checkout Station cover 11 of the 12 points:
Item 1: Are you the only driver?
Item 2: Safety belt (seat belt) use
Item 3: Steering wheel tilt, position to airbag
Item 4: Head restraint
Item 5: Distance from chest and steering wheel
Item 6: Line of sight above steering wheel
Item 7: Positioning to gas pedal and brake pedal
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Item 8: Mirror adjustments
Item 9: Neck mobility for visual blind spot check
Item 10: Ignition key or system
Item 11: Operation of vehicle controls
Item 12: the Vehicle walk-around, is led by the occupational therapist and/or driver
rehabilitation specialist at the Checkout Station.
In working through every item, remind trainees that the goal of CarFit is education. Technicians must
offer information in a way that does not seem judgmental or critical. They must also guide drivers in
making adjustments, without doing hands-on adjustments themselves. Drivers benefit from the
experience of adjusting their own mirrors, seats, seat belts, head restraints and steering wheels.
Review the Role of the Occupational Therapist
If your lead occupational therapist attends the class, invite them to share an explanation of their work
with the class, including a brief overview of issues related to aging that affect drivers, such as reduced
range of motion and slower visual processing time. Prior to training, schedule time with the lead
occupational therapist to determine what role they will play in the training class.
The Technician Training manual gives an overview of the role of occupational therapists and their
responsibilities related to Item 12 – Vehicle Walk-Around with the driver. This creates an additional
opportunity to discuss any concerns the driver may have and suggest solutions such as adaptive devices
and driving programs for mature operators. The occupational therapist also distributes the Goody Bag to
participants as they leave. You should have a sample Goody Bag to share with your class during this
discussion.
Review Gadgets and Adaptive Devices
The CarFit Event Coordinator is responsible for borrowing or purchasing adaptive devices and gadgets.
Most can be obtained at nominal cost. If you do not own a sample OT gadget kit, work with the visiting
occupational therapist, as they may have access to these items. Display the OT Gadget Kit to familiarize
trainees with approved aftermarket items that help drivers overcome limitations that can come with
aging.
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Outside Practice/Lab
The outside practice/lab gives Technicians the opportunity to apply the CarFit Checklist working with
cars and class members in the role of drivers.
For the outside practice/lab, the CarFit Event Coordinator should:
 Arrange for use of a parking lot with ample room and no (or very low) traffic.
 Arrange for access to at least one “test vehicle” for every 2-3 technicians.
 Equip each team with rulers, pens, a clipboard, Waiver Forms and copies of the CarFit Checklist.
 Assign teams of two (or more) to practice the delivery of the education and experience this
education as a recipient. Allow enough time for each person to role play as the CarFit Technician
following the CarFit Checklist to describe the associated vehicle adjustments and experience
receiving this education while in the vehicle driver’s seat.
 Before the lab begins, lead a demonstration on how to complete the twelve points on the CarFit
Checklist with a trainee acting as the participant seated in a vehicle. Tip: Before the
demonstration begins, make incorrect adjustments to the vehicle’s controls so instruction on
making adjustments is required.
 Once divided into groups observe the practice sessions, listen for phrasing consistent with a
positive educational approach and provide coaching, as needed.
 Establish and share a signal to teams or small groups to change roles to ensure experience with
each item on the CarFit Checklist.

Complete Training: CarFit Event
As mentioned previously, a trainee becomes a Trained Technician only after working a CarFit event to
the satisfaction of the CarFit Event Coordinator. Trainees who cannot participate in the CarFit event,
must complete a satisfactory make-up event within three months.
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Volunteer Duties
Telephone/Scheduling Volunteer (1-2)
Assign 1-2 volunteers to take calls and schedule appointments before and during the CarFit event.
Telephone/scheduling volunteers should have good phone skills, a friendly demeanor, and the ability to
coordinate scheduling. These volunteers should have a general understanding of CarFit in order to
answer basic questions. The Event Coordinator should always provide backup if any technical questions
arise.
Just prior to the event, telephone volunteers make reminder calls to registered participants and confirm
volunteers. On the event date, they provide directions and answer questions. It’s important to have
reliable volunteers to explain the program, provide direction to your site and advise you if volunteers
call in sick.
Traffic Direction Volunteers (1-2)
Assign 1-2 volunteers to welcome participants and direct traffic at the event. These volunteers should be
friendly and ideally, experienced in directing traffic at events. Good sources for potential volunteers
include CAA, CAOT, Occupational Therapy Students and community groups.
These volunteers do not need to attend Technician Training if their only role is assisting with welcomes,
traffic direction and exits. However, you should provide a brief orientation/safety review on site. Key
responsibilities include directing drivers into and within the CarFit area and watching out for potential
conflict points among vehicles and pedestrians to prevent accidents.
Training/Event Assistants (1-2)
If you prefer, you may assign 1-2 assistants to help you during training and at the event. Duties include
setting up the classroom, helping with audio-visual equipment, gathering paperwork, organizing
refreshments and helping you, as needed. Assistants at the event can arrange traffic cones, posters and
signage, and work the refreshment table (if one is available). They may also prepare and distribute
nametags, hand out safety vests and stock stations with supplies and required paperwork.
Trained Technicians (4 or more)
Assign at least four trained Technicians to work Check-in, Checkup and Checkout.
Teams of two Technicians guide participants through the CarFit Checklist at the Checkup Station.
If you recruit experienced/trained Technicians, they do not have to undergo additional training. Ask
them to show up to the event site early enough for a site orientation. Teams of a Trained Technician and
an assistant may be used if the assistant receives orientation/training on site.
Volunteers interested in becoming Trained Technicians must:
 Complete a CarFit Technician Training class (with outside practice/lab) plus CarFit event
 Be a licensed driver
 Be physically able to bend, squat and assist others in walking
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



Demonstrate keen observational skills
Practice good time management
Be prepared to check-in participants and take them through the CarFit Checklist
Have strong communication skills and demonstrate sensitivity to issues which have the potential
to make older drivers defensive
Occupational Therapist or Driver Rehabilitation Specialist (1-2)
Assign 1-2 occupational therapists and/or driver rehabilitation specialists to share onsite expertise. (You
may recruit a licensed or registered occupational therapist, certified occupational therapy assistant or
an occupational therapy student for this role.)
A listing of OT therapists, occupational therapy driving rehabilitation specialists and driver rehabilitation
specialists is available by emailing caot@carfit.ca and www.aded.net.
Local occupational therapy practitioners not specializing in driving rehabilitation are appropriate to
invite to serve in this capacity at your event. You might find local practitioners through your state
occupational therapy association or local hospitals and health care facilities.
Encourage the occupational therapy practitioners who volunteer for your CarFit event to attend the
CarFit Technician Training or CarFit Event Coordinator workshop or attend a one-on-one orientation
session. As mentioned previously, in-person training is always preferred, but some clinicians have
difficulty getting time away from their practice for both the classroom training and the CarFit event. In
response, an on-line education module was developed to provide the classroom portion of the
Technician training geared specifically for occupational therapy practitioners. Practitioners trained only
online will miss out on the in-person lab portion of the training. Therefore, Event Coordinators will need
to provide a one-hour pre-event lab opportunity for practice and demonstration, to ensure the
practitioners feel prepared for their responsibilities at your event. Remember to allow lead time so you
can offer this review. Many Event Coordinators also use this pre-event review time as a refresher for
Technicians as well. You are welcome to invite any Technicians to attend, using this time to review your
event and ensure your team is “ready to go”!
Encourage occupational therapists to review the www.caot.ca/CarFitCanada and CAOT older driver
website (www.olderdriversafety.ca ) in advance.
Ideally, the occupational therapy practitioner will assist you in preparing your local resources guide. The
template is available on the CarFit website. This locally completed resource is recommended for
inclusion in your Goody Bag.
The template has dedicated spaces to list local driving rehabilitation programs (describing the services
they offer) and local stores that carry some of the adaptive devices that may be demonstrated. Ask if the
occupational therapist could reach out to a driver rehabilitation program to learn more and invite their
involvement.
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How to Market and Promote Your Event
Publicize a Month Before Your Event
At least one month prior to your CarFit event, begin publicizing it in your community. Establish and
publicize a telephone number the public can call for information about CarFit and registration.
Easy publicity boosters include:
 Notices and flyers distributed to newsletters, community bulletin boards, senior centers,
churches, congregate meal sites and driver safety programs. Samples are provided on the
website (you are not limited to the use of this CarFit poster, but posters, notices and flyers must
include the CarFit Logo in addition to logos you plan to use)
 Posting event information on the CarFit website. This allows potential participants and Trained
Technicians to sign-up.
 Brief presentations (5 minutes or less) to congregate meal sites, retirement communities and
senior centers.
 Announcements to local radio and TV community event listings.
 Help from PR professionals at local hospitals and agencies serving seniors.
 Local newspaper events section.
CAOT can help you develop the contact need to help you publicize your event. Email carfit@caot.ca for
any additional questions.
Media Spokesperson
Some CarFit Event Coordinators prefer to handle media relations personally, but you may assign a
responsible volunteer to distribute press releases and publicity materials and field media requests
before and during your event. This person could be involved in PR or community relations for your
event/organization. The spokesperson must be familiar with facts related to older drivers and the
philosophy behind CarFit. They must also understand the importance of acknowledging the contribution
of sponsors and use the boilerplate language when conducting media interviews.
The CarFit website has a media advisory, fill-in-the-blanks press release, and a Frequently Asked
Questions section that can be shared with the media. Even if you assign a media spokesperson, we
recommend that you make copies of a prepared media statement available to the press at your event.
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Create a Media Advisory
Use the Media Advisory Template (available for free at www.caot.ca/CarFitCanada ) to create a release
to send to local media.
Include:
 Official description of the CarFit Program.
 Logistics info about your CarFit Event (date, hours, location).
 Contact information and background information for experts available for interviews.
 List of sponsors.
 Phone number for scheduling and information.
Be prepared to answer questions from the media throughout the CarFit Event and afterward (or
designate a spokesperson who will).
Mobilize Your Telephone/Scheduling Volunteers
Before scheduling any CarFit Event appointments, review the size of your lot and the number of Trained
Technicians available. This will help you determine how many simultaneous Checkup Stations you can
provide.
Coordinate volunteer schedules (if more than one is involved) so all time slots are covered. Volunteers
should set appointments in 20 minute intervals using a master scheduling chart with a column for each
Checkup Station.
A good standard rule to schedule the first cars for a half-hour, then schedule 3 cars per hour per lane.
You can also stagger appointments if necessary.
Ask scheduling volunteers to be sure to take names and telephone numbers for all appointments so they
can call to confirm or reschedule participants due to inclement weather.
One week before your event, continue to publicize:



Send out the second Media Advisory. (available for free at www.caot.ca/CarFitCanada)
Determine if your occupational therapist/driver rehabilitation specialist can be available for
interviews.
Customize a press release to make available at your CarFit event.
Confirm Attendance of Volunteers, and direct scheduling/telephone volunteers to confirm volunteers
and remind them of arrival and projected departure times.
The day before your event, schedule reminder/confirmation/contingency calls to scheduled calls.
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Countdown to Event/Sample Timeline
3-6 months prior to event
 Contact partner organizations: CAA and CAOT
 Set a date (and backup date) or event
 Secure a location (and backup location)
 Set a date (and backup date) for Technician Training
 Secure a classroom and adjacent outdoor location (and backup locations) for outside
practice/lab
 Post notice of your event on CarFit website
2 months prior to event
 Obtain or develop signage
 Identify a volunteer occupational therapist (OT) and/or driver rehabilitation specialist
 Send CarFit description from the website to occupational therapist and/or driver rehabilitation
specialist
 Begin to organize donations and materials for Goody Bags
 Print CarFit brochures
 Order or print CarFit Checklists
 Recruit volunteers
1 month prior to event
 Consider conducting a meeting with the host facility to review the CarFit event
 Fine-tune your contingency plan for bad weather
 Plan your response if a participant is unable to drive home from the event
 Use materials from the CarFit website to publicize the event in newspapers and community
calendars
 Create posters and flyers
 Approach sponsors for Goody Bag donations
 Set up telephone contact number for reservations and questions
 Create a local resource guide using the template on the CarFit website
 Print CarFit posters and flyers
2 weeks prior to event
 Download Technician Training materials from the CarFit website (manual, advanced mirror
setting handout, checklists, OT gadget sheet)
 Obtain safety items for event (cones, safety vests, approved OT gadgets)
 Obtain supplies for event (pens, clipboards, containers, rulers).
 Obtain materials for site (tables, chairs, tent)
 Send out Media Advisory/Press Release (if desired)
 Prepare local resource guide for Goody Bag
1 week prior to event
 Train Technicians (or do training as late as one day prior to event)
 Continue to promote the event to the media
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Day prior to event
 Train Technicians
 Reconfirm volunteers and schedules
 Identify a media spokesperson, if you have not done so already
 Ask telephone/scheduling volunteers to confirm appointments
 Send out final Media Advisory
 Download and organize paperwork – Waivers forms, CarFit Checklists
 If you plan to take photographs at the event, check with the host site for any photo releases
they may require (available for free at www.caot.ca/CarFitCanada)
Day of event
 Arrive at least an hour before the first scheduled appointment
 Review duties and safety tips with volunteers
 Review participant schedule and coding system for assigning the Participant # with Check-In
volunteers
 Set up signs, cones, and tables
 Position Trained Technicians and volunteers at stations
After event
 Thank volunteers and sponsors
 Submit Event Activity Report on website at www.Car-Fit.org and provide carfit@caot.ca a 250
description of event for CarFit Canada Blog
 Register new Trained Technicians (with their permission)
How to Set Up a CarFit Site
Arrive on site at least one hour before the first scheduled appointment. Older people often arrive early
for appointments. All volunteers should be ready for the first scheduled appointment.
As you set up the CarFit event:
 Provide orientation for welcome volunteers and Traffic Directors.
 Organize press packets for the media: sponsor information, the CarFit brochure, the FAQ from
the CarFit website and your local resource guide. You may assign a Media volunteer to manage
distribution of information.
 Check-In Technicians should have Waiver Forms and CarFit Checklists. They will also need pens,
clipboards and a storage container for signed Waiver Forms.
 At Checkout, occupational therapists should have a Gadget Kit, filled Goody Bags and a
container for collected paperwork. (Plastic bins with covers are a good choice).
Resources
Download the CarFit brochure from www.caot.ca/CarFitCanada
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Display Signs
Position signs at the entrance each of the stations (Check-in, Checkup and Checkout) and the exit.
Direct Traffic Flow – In
Clearly mark a one-way entrance that does not cross the path of the exit.
Direct Traffic Flow - Between Stations
Clearly mark the route between each station.
Establish Check-In Station
Set up the Check-In Station far enough into the site to ensure that several vehicles may arrive
simultaneously without any vehicle being forced to remain in the roadway.
Review the duties with Trained Technicians assigned to Check-in:
 Handle unscheduled “drive ups” (by rescheduling, if necessary).
 Distribute and collect Waiver Forms. (Have several clipboards assembled in advance with a
Waiver Form and pen).
 Indicate on the CarFit Checklist whether the driver is using the seat belt/safety belt
appropriately.
 Assign a Participant number to each CarFit Checklist.
 Direct the driver to a specific CarFit Checkup Station.
Establish Checkup Station(s)
Designate 1-3 Checkup Stations (with shade or covered area, if possible). Assign two Trained Technicians
to Checkup Stations, if possible. Working in pairs is the most efficient way to complete the CarFit
Checklist with drivers. If you have enough volunteers, minimize wait times by opening up additional
Checkup Stations.
Review the duties with the Trained Technicians assigned to Checkup:




Reviews the 12-point CarFit Checklist.
Emphasize the importance of completing all items.
Shares information with drivers in a friendly, brief, non-critical manner.
Indicates to drivers when moving to the next item on the Checklist.
Some CarFit Event Coordinators demonstrate with the first vehicle then move into observer role.
Remind Technicians to ask for help, if needed.
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Checkout Station(s)
Designate 1-3 Checkout Stations staffed with an occupational therapist or driver rehabilitation specialist.
One therapist/specialist may also float between stations. There must be room for the therapist or
specialist to safely walk around a parked vehicle with the driver. Some events designate a Checkout lane
for drivers with no CarFit Checklist issues. This lane can be staffed by a non-OT volunteer.
Review the Checkout process with all Technicians:
 Teamwork delivers the best experience for volunteers and participants.
 At least one occupational therapist should work this station at all times.
 The occupational therapist reviews the completed CarFit Checklist and offers solutions and
resources, as required.
 Therapists/specialists return the completed CarFit Checklist and distribute Goody Bags.
Direct Traffic Flow – Out
Clearly mark the route
Designate a Rest/Waiting Area
Establish an area for passengers to wait in the shade. Provide a table, chairs and some bottled water
and/or light refreshments. This area should be safely removed from the flow of traffic at the entrance,
between stations or near the exit.
See diagram below
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ON SITE ORIENTATION
Safety Briefing with All Volunteers
Review basic safety guidelines with all volunteers:
 Remain alert to the flow of traffic into, through, and out of the event.
 Wear a traffic safety vest at all times.
 Never walk directly in front of or behind a moving vehicle under the assumption the driver sees
you.
 Put away distracting electronic devices until the event is over. If volunteers must make a call or
send a text, politely ask them to do so away from the CarFit event stations.
Safety Briefing with Traffic Directors
Assign Traffic Director volunteers to this task alone so they can focus solely on safe driving. Familiarize
Traffic Directors with your event setup: entrances, exits, placement of stations, routes between stations,
designated waiting areas.
Review these safety pointers with Traffic Directors:
 Wear a safety vest at all times.
 Do not multitask. If you need to take a phone call, ask another volunteer to step in for you.
 Do not wave cars in from a public street. We do not want to cause a distraction or contribute to
a rear-end crash.
 Never walk in front of-- or behind-- moving vehicles.
Overemphasize -- use simple, big gestures in directing drivers.
 If drivers appear to be straining to see you, reposition yourself to improve their view.
 Never contradict existing traffic controls, such as Stop signs or directional arrows.
 Stay in voice contact with other volunteers.
 If you hear screeching tires, something may be wrong with the traffic flow at your event. Call
this to the attention of the Event Coordinator.
 If you observe something unsafe, report it to the Event Coordinator immediately.
Encourage Communication
Create an environment where everyone is treated with respect. Use discretion in correcting, advising
and training. If you must correct a volunteer, make your comments in private and keep them productive.
Let people know they can come to you with question and concerns. You want to be aware of any
potential problems as they emerge.
Check-In Operations
 The Check-In volunteer writes a unique number (Participant # unique to your event) on the
CarFit Checklist for every participant.
 If you have scheduled a set number of participants, you may record the Participant number on
the forms in advance.
 In general, the Participant number assists with managing the schedule by numbering the
vehicles as they arrive.
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The Participant number is not recorded on the Waiver form. This maintains the confidentiality of data
that is collected. Volunteers date and initial Waiver forms.
 After the participant has completed the paperwork, the Check-In volunteer should place the
Waiver Form in a designated box or envelope.
 The volunteer marks on the CarFit Checklist how the driver is using his/her seat belt/safety belt.
 The CarFit Checklist is placed on a clipboard and given to the participant to take to the CarFit
Checkup Station.
 Do not photograph participants or their cars without a signed Waiver granting you permission.
(The signed Waiver should be turned in during Check-In.) Mark the cars of participants who do
not want to be photographed or interviewed.
Checkup Operations
 Remind Technicians to complete each item on the CarFit Checklist.
 If a participant seems frustrated or agitated at any time, ask them to proceed to
Checkout where the occupational therapist can address concerns or conclude the education early,
offering a Goody Bag and friendly exit.
Checkout Operations
 At the Checkout Station, the occupational therapist or driver rehabilitation specialist reviews the
CarFit Checklist and make certain that each item noted is addressed.
 The OT or driver rehabilitation specialist discusses any concerns the driver has and conducts a
vehicle walk-around.
 The Technician separates the duplicate pages of the CarFit Checklist. The driver is given the top
(original) copy of their CarFit Checklist and a Goody Bag, and the duplicate (or yellow) copy of
the CarFit Checklist is retained by the event coordinator.
Assemble Goody Bags
Providing Goody Bags creates an opportunity to raise awareness of local and national resources to help
older drivers remain safe. Prior to the event, prepare a sample bag and assign a volunteer or volunteers
to stock the bags with give-a-ways such as trinkets, coupons, a CarFit brochure and information that
promotes safe driving, such as listings of educational events and car repair and maintenance providers.
Requests for Goody Bag items are an opportunity to develop community partners, although some
organizations will not have adequate budgets and may offer support in other ways.
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Develop Contingency Plan for At-Risk Drivers
Plan and communicate to volunteers how you will deal with a driver who may be unfit to drive home
from the CarFit event safely. CarFit is NOT an evaluation of overall driving capability. However, if a driver
is impaired due to illness, medication, heat, alcohol or some other factor that puts them at risk, the
CarFit Event Coordinator, therapist or specialist should speak with the driver, in a tone of compassion,
concern and support. Decide in advance who will handle these conversations, should they arise.
Options include:
 Calling friends or a family member who can drive the participant home.
 Allowing the participant to rest, perhaps with some water or food, until they feel better and
able to drive.
 Providing a ride home (by law enforcement, a volunteer or a taxi with voucher).
If someone is in acute distress and in need of emergency assistance, call 911 immediately.
CLOSE OUT YOUR EVENT
 Signed Waiver Forms and the duplicate (yellow) copy of the CarFit Checklist remain at the host
facility or with Event Coordinator. Conduct a team debriefing. Discuss what went well in
preparing for the event and during the event. Ask what could be improved.
Event Follow-Up
After training, the CarFit Event Coordinator should:
 Congratulate Trained Technicians and thank them for participating!
 Distribute Award Certificates, signed by Event Coordinator (optional).
 Register new Trained Technicians into the system via the CarFit website.
 If you deliver classroom training but another CarFit Event Coordinator runs the CarFit event
required of the trainee, work together to determine who registers the new Trained Technician.
 Encourage Trained Technicians to log-in to the website and correct or add any information to
their profile.
 Remind Trained Technicians to use a consistent email address to access the website and contact
you.
 Send thank you letters/emails to volunteers, host facility, sponsors, etc.
 Request feedback from volunteers on what worked well/what didn’t.
 Complete the brief CarFit Event Activity Report on the CarFit website as soon as possible!
Tools & Resources for Event Coordinators
Need Help? Check the Website First! The CarFit website (www.caot.ca/CarFitCanada) is your point of
contact with the CarFit Program Administrators and the definitive resource for the most up-to-date
information. As a trained CarFit Event Coordinator, you will gain access to the site’s password-protected
section containing training documents, reference material and templates to download and customize
for your event.
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The email address you used to register for this CarFit training will become a part of your initial login
information. Once logged in, you can modify your personal information.
Please keep your e-mail address and contact information current in your personal profile located in
CarFit Contacts (you can modify and update 24/7 at www.caot.ca/CarFitCanada.
A quarterly E-news is sent to all CarFit volunteers so they can stay up-to-date on program
enhancements, news and events. This a great tool—remember to mention it in your training sessions to
new Technicians
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Things to Consider
What happens if a Technician is absent due to illness, a conflict in schedule, or bad weather? In this case,
they would be considered “not trained,” and they must make-up participation in a CarFit event before
considered a trained Technician.
CLASS BRAINSTORM
 WHO do you need to put together a successful event? To plan? To mentor? To volunteer? To
sponsor? To participate? To publicize?

WHAT do you need to make training and your CarFit event successful? Phone number? Safety
equipment? Supplies? Refreshments? Assistants?

WHEN is the best time to schedule training? Hold your CarFit Event? Schedule backup dates?
Can you combine your Event with another activity that attracts senior drivers?

WHERE is the best location for training, the outside practice/lab and your event? Where is a site
with bathrooms and shaded space? Where would you have indoor or covered space for breaks,
debriefs and emergencies?

HOW do you ensure the message of person to vehicle fit and safety is positive and reaches into
the community? To involve key experts and stakeholders? To reach out to senior groups? To
deliver a message of education NOT assessment!
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