Relay For Life of South Anne Arundel County. Event Survival Guide. June 10-11, 2016 South River High School

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1 Relay For Life of South Anne Arundel County Event Survival Guide June 10-11, 2016 South River High School

2 RELAY FOR LIFE SURVIVAL GUIDE Table of Contents TOPIC PAGE Event ACTIVITIES TIMELINE 3-4 Event and Campsite RULES 5 In Case of EMERGENCY 6 ACCOUNTING Procedures 6 THEME LAP and AWARDS 7 In Case of Inclement WEATHER 8 What to BRING 9 CLOSING Ceremony, CLEAN UP, REMINDERS 10 MISS RELAY Pageant Registration Form 11 BASKET RAFFLE Form 12 2

3 Event Time Line Set up begins 2:30 pm Theme Basket Tent Opens 5:00 pm Access to drive vehicle to your campsite 2:30-4:00 pm Campsites need to be set up by 5:30 pm Registration Tent opens 3:30 pm Survivor Dinner Check-in - 4:00 4:30 pm - Cafeteria (Music by Central Middle School Strings Band) Survivor Dinner begins 4:30 pm Opening Ceremony begins 6:00 pm Survivor and Caregiver Victory Lap begins at approx. 6:30 pm Parade of Teams begins at approx. 6:45 pm Haircuts for a Cause Gossip Salon 6:30-9:00 pm Mascot Games 7:00 pm -7:30 pm Performance by Broesler School of Irish Dance 7:30 pm CRAZY HAT LAP 8:00 pm Live Band Three of a Kind 8:15 pm Luminaria Tent Closes 9:15 pm Luminaria Ceremony/ Silent Lap 9:30 pm 3

4 Event Time Line (continued) Fight Back Ceremony GLOW IN THE DARK LAP 10:15 pm Live Band The Vibesmen 10:15 pm Theme Basket Tent Closes 10:30 pm Theme Basket Winners Drawn 10:45 pm Jazzercise with us! 11 11:30 pm Pizza Party! Provided by Bertucci s 11:30 pm Miss Relay Pageant (Lap) 12:00 am 12:30 am Miss Relay Winner Crowned 12:40 am ZUMBA with us! 12:45 1:15 am TWIN LAP 1:30 am RED, WHITE & BLUE LAP 2:15 am PAJAMA LAP 3:00 am Breakfast - Bagels provided by Panera Bread 3:15 am POKER LAP 3:30 am YOGA with us! 4:00 am Games/Contests 4:45 am Closing Ceremony Contest winners announced 5:30 am Final Team lap at approx. 5:45 am Event ends Clean up Begins 6:00 am ***Times are approx. and may be modified to fit scheduling needs*** 4

5 EVENT & CAMPSITE RULES Please carefully read through all of the rules! Teams will be permitted to drive personal vehicles to their campsite to unload campsite supplies until 4:00 p.m. Once you have unloaded at your campsite, please exit the track area and park your vehicle in the parking lot before setting up your campsite. After 4:00 an unloading area will be provided in the parking area. Team Captains need to Check-In their team at the Registration Tent when they arrive. Team Captains are responsible for turning in all Youth Agreement and Chaperone Forms. Children under the age of 18 MUST be accompanied by an adult chaperone and have turned in a Youth Agreement form signed by their parents. Team Captains are responsible for distributing wrist bands only to team members under 18 that have completed a Youth Agreement Form. Everyone under the age of 18, who does not have a Youth Agreement Form signed by a parent or guardian, will not be permitted to stay past midnight. The football stadium, inside the school building, and all areas of the school grounds, other than the front of the school where the event is held, are off limits at all times during our event. Anyone found in a restricted area will be asked to leave the event. Your chaperone will be asked to call your parent or guardian if this rule is violated. Bikes, scooters, roller blades, skate boards, etc., are not allowed on the track at any time. Pets are not allowed at the event with the exception of service animals. Bare feet are not permitted on the track. Smoking & alcoholic beverages are not permitted at this event. Tiki torches & candles must be used with extreme caution. Each team is responsible for regularly emptying their trash into the dumpster. Before leaving the event, please clean up your campsite area and around your car. Please be respectful and remain quiet during the ceremonies throughout the evening. 5

6 IN CASE OF EMERGENCY In case of a fire emergency, fire extinguishers are located at registration tent. In case of medical emergency, basic first aid supplies will be kept at registration. Please let us know immediately if there is a serious issue that requires 911 to be called. ACCOUNTING PROCEDURES During the Event: Team Captains should periodically turn in on-site fundraising donations at the Registration tent. Team Accounting Sheets and Team Donation Envelopes must be used when turning in donations. Coin Rolls will be available, please roll coins if possible before turning them in. Team Captains are responsible for verifying amounts on the envelopes. Cash will be secured by staff of the Police Department. Clearly mark Team Accounting Sheets if your money is going to be split among your team. If money is to be divided among team members, you must have the names listed on the Team Accounting Sheet; otherwise it will be recorded as a team gift. Please PRINT neatly so that your donations are credited correctly. 6

7 THEME LAPS BRING ITEMS TO PARTICIPATE IN OUR FUN THEME LAPS! BEST OF EACH LAP WILL RECEIVE AN AWARD AT CLOSING CEREMONY! HERE ARE SOME SUGGESTIONS: 8:00 pm - Crazy Hat Lap: Biggest, brightest, craziest hats! 10:15 pm - Glow in the Dark/Neon Lap: Glowing gear will be available for purchase as one of our teams on-site fundraiser, or bring your own! 1:30 am - Twin Lap: Two participants dressed the same! 2:15 am - Red, White and Blue Lap: Show your patriotism! 3:00 am - PJ Lap: PJ s, slippers, face mask, hair rollers, and baby blankets 3:30 am - Poker Laps: Each Team will be dealt one playing card for each of 5 laps. Team with the best poker hand wins! *Times are approximate and may vary slightly if necessary. Other Awards that will be presented at Closing Ceremony: -Best Team Banner -Best Decorated/Themed Campsite -Most Spirited Team -Highest Fundraising Team (as of end of event) 7

8 In Case of Inclement Weather If it rains: The show will go on outside as planned with modifications to certain activities. Cancer DOES NOT stop for rain nor do we! In the case of extreme weather: (severe thunderstorm or torrential rain) Our event may/will be put on hold temporarily. If directed please head to the cafeteria for shelter. No matter what Please do not leave! Severe weather does not usually last long so if you stick it out for a but you will still have a great time. There have been many years that our track has been filled with Relayers walking with umbrellas and rain jackets. True Relayers stick it out through all types of weather. Besides, do you really want to leave and miss all the fun we have planned for you? Be prepared Plan ahead and bring clothing/supplies for all types of weather. Bring your rain gear and expect to have a great time no matter what the weather may be. 8

9 9 What To Bring Relay For Life Suggested Packing Checklist Theme Basket Tent Item please drop off at Basket Tent no later than 4:30 pm Plenty of Pocket Money for on-site activities and food Team Banner or sign for Parade of Teams Best Team Banner Competition Wagon/Hand Truck to move your campsite supplies to and from your vehicle Pop-up Canopies and/or small tents for shelter (don t forget to bring something to hold them down if windy, whether your campsite is on pavement or on the grass) Lawn/beach chairs & tables Campsite Decorations for Best Campsite competition Cooler with extra beverages and snacks for your campsite Theme Lap outfits and supplies (see suggestions) Stick lighters (for lighting Luminaria) Starter money & Cash Box if you are holding an on-site fundraising activity On-site fundraising items and supplies Scissors, tape, pens, & tools for random campsite set up needs Camera, Video Camera and Batteries Warm Clothes for evening hours including jacket, extra shoes and socks Blankets, sleeping bags and pillows (this is for warmth; you will not have time to sleep!) Toiletries Cell Phone and Charger (charging station may be available at Registration tent for a nominal fee) Insect repellents Trash Bags for cleaning up your campsite and parking area Umbrella and rain gear (just in case) Personal first aid kit including medicine (prescription and over the counter) Patience, Respect, and Compassion Most importantly bring your sense of FUN and ADVENTURE!

10 Closing Ceremony! Join us at 5:30 am at the main stage as we close our event. Together we will hear our totals and announce all of the award winners. After the announcement, we will take our final lap together! Clean up, Clean up! It is EVERYONE S job to clean up after themselves! We must all pitch in and clean up the area. Plan Ahead: -Bring trash bags with you -Take your trash to the dumpster throughout the night -Please do not wait until the last minute to clean up -If you see trash, pick it up! THANK YOU! IMPORTANT REMINDER: PLEASE BE ON THE LOOKOUT FOR YOUR EVENT SURVEY THAT WILL BE ED TO YOU A FEW DAYS AFTER THE RELAY. PLEASE COMPLETE THE SURVEY BECAUSE YOUR FEEDBACK IS IMPORTANT! If you are interested in being a part of the planning process for our 2017 Relay For Life, please notify a member of the Event Leadership Team wearing a Red T-shirt. THANK YOU FOR YOUR EFFORTS TO FINISH THE FIGHT AGAINST CANCER! 10

11 Miss Relay For Life of South Anne Arundel County County Miss Relay For Life Pageant Teams enter male members to participate in our Miss Relay pageant. Teams are responsible for dressing up their male contestant for the pageant. Don t forget the make-up, shoes, purse, wigs, and the purple!!! Contestants will be asked to walk the track and ask for votes ($1 donations) during the Relay. The woman who brings in the most dollars in donations, will be crowned our 2016 Miss Relay For Life of South Anne Arundel County! Preregistration is recommended Name of Contestant: Team Name: Pageant Name : Why do you Relay? Other information you d like to share about yourself: 11 Have fun, but please remember this is a family event! Please return this form to the stage no later than 11 pm. Additional forms will be available at the Registration Tent.

12 Relay For Life of South Anne Arundel County Theme Basket Raffle Please complete the information below about the Theme basket/item you are entering. Please include this form with your item, and drop off at the Basket Tent, no later than 4:30 p.m. on the day of the event. Donating Team Name Basket Theme/Title Estimate Value $ Brief Description of contents 12

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