Template: Joining Letter

When you’re organising a challenge, participants always really appreciate clear guidance and information about the event. I suggest putting together a joining letter or email along the lines of the one below. Your supporters will thank you for it!

Sample letter

Dear sister,

Assalamu ‘alaikum wa rahmatullahi wa barakatuh!

Thanks for answering our call to put yourself in the shoes of those who live with danger and difficulty every day. By taking part in our gruelling obstacle course challenge, Trials & Tribulations, you’ll help us raise funds to support refugees in crisis.

This email confirms that we’ve booked your place on the challenge. Please read it carefully to ensure you get the most out of the day.

Date

The challenge takes place on Saturday 30 April, 11am to 1pm. Please put this date in your diary!

Transport

We will provide a minibus to take participants to the venue, which will {location} promptly at 9.30am.

Please be at {location} and ready to board no later than 9.15am. If you’re running late for whatever reason, please call {mobile number}.

The minibus will return to {location} after the event by 3pm, inshallah.

The venue

The challenge will be held on a well-established obstacles course at Swires Farm, Henfold Lane, Dorking, Surrey, RH5 4RP.

You will be fully supervised by trained female instructors, who will ensure the challenge is both safe and fun.

What to wear

Please arrive already dressed for the challenge. The obstacle course will include wet and muddy terrain, so please dress appropriately for the conditions. Wear fast-drying synthetic fabrics where possible. Avoid wearing anything made of cotton, which will be heavy and cold when wet.

Outerwear: Modest attire of your choice and your favourite hijab.

Base layer: Water resistant tracksuit trousers or leggings, long-sleeve top, sports bra and synthetic socks. Optionally you may like to wear gloves to protect hands on obstacles.

Footwear: Trainers you don’t mind getting wet and muddy. Make sure your laces are tied tightly to avoid losing your shoes in the mud. Strictly no metal spikes or studs.

What else to bring

Please bring a towel and a complete change of clothing, including shoes, along with 2 bin bags in which to store your dirty clothing after the event. You may also wish to bring snacks and a drink.

Changing room/showers

A private ladies-only changing area will be provided. There are two very basic shower heads in the changing area.

Valuables

There will be an unmanned area available for you to leave your bags, but do not leave any valuable items such as money, cards, keys or phones. Please leave all valuables locked in your car.

Fundraising

Please ask everyone you know to sponsor you for taking on this challenge. Explain to them that it will be a test of endurance and that you expect to face trials and tribulations throughout the challenge.

Set up a JustGiving fundraising page to let others easily donate.

Dawah

Please exhibit the best of manners whilst at the venue and taking on the challenge. You are ambassadors of Islam, so make sure you set a good example to those you come into contact with.

Be polite, grateful and cooperative: listen to the instructors when they are talking to you and talk to them in a friendly manner. Be strong, positive and kind, to help build bridges and knock down walls.

Spectators

Friends, family and children can come along and watch, but will need to provide their own transport.

If following a Satnav, use the postcode RH5 4RP to navigate to the location.

From Luton, leave the M25 at Junction 9. Travel south along the A24 for approximately 10 minutes passing Boxhill, pass over the A24/A25 Dorking roundabout. On the brow of hill look for a turn on the left signposted Black Brook. Keep going for approximately 3 miles, passing under the Railway Bridge. A few hundred yards after the bridge on the left is the entrance with a yellow/black block. If you reach Henfold Lakes you have gone too far.

Meet and Greet

We will be available throughout the challenge to address any concerns or queries you may have. If you have any more queries before the event, please contact {name} on {mobile number} or email {email address}.

We hope you have a fantastic day

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