THE TEAM CAPTAIN GUIDEBOOK

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1 AMERICAN CANCER SOCIETY TWO DAYS. 131 MILES. GO THE DISTANCE TO END CANCER. THE TEAM CAPTAIN GUIDEBOOK Everything You Need to Get Ready for This Adventure! AUGUST 24 25,

2 INTRODUCTION First and foremost, thank you for joining the American Cancer Society in it s mission to save lives, celebrate lives, and lead the fight for a world without cancer. By lending your support as a C2C Team Captain and joining with others who are participating in this life-changing event, more than 11 million Americans who have cancer and countless more will be celebrating a birthday this year. This Team Captain Handbook will help prepare you and your team for the C2C Relay Run and keep you on track so that you have a successful and meaningful event. TABLE OF CONTENTS Event information & Contact Information What s the Team Captains Role and Responsibilities?. 4-9 You Team Captain To Do List. 10 How to Recruit a Terrific Team! Who Do You Know? Fundraising Idea and Tips Notes Team Assignment Form 17 2

3 EVENT DETAILS AND CONTACT INFORMATION Event Name: C2C Relay Run Team Liaison Contact: Event Managers: Columbus Sarah Arp-Neer ext Angie Nickoloff Event Website: Cincinnati Heather Willis Team Information: Team Name: Team Members: 1.) 5.) 2.) 6.) 3.) 7.) 4.) 8.) Team Minimum Goal: $2,500 Team Overall Fundraising Goal: $ Team Meeting Schedule: DATE TIME LOCATION 1.) 2.) 3.) 4.) 5.) 3

4 ROLES AND RESPONSIBILITIES Each team must have a designated team captain. The team captain is responsible to leading the team through event preparation, day(s) of event, and post event. Overnight relays are very logistic heavy. The team captain is responsible for overseeing the following items: 1. Fundraising requirements 2. Team communication pre-event, during event, and post-event 3. Team Assignment Form 4. Team song 5. Runner assignments 6. Vehicle assignments 7. Team projections and pace time 8. Vehicle required safety equipment 9. Runner required safety equipment 10. Packet Pick Up and Team Bin(s) 11. Start line chick in (safety items, vehicle requirement) 12. Finish line check out (return team bin(s)) 13. Post event rides and hotels 14. Safety agreement 15. C2C Relay Run Guidebook FUNDRAISING REQUIREMENT: Each team is REQUIRED TO RAISE $2,500 in order to participate. Even though there s only a team fundraising minimum, we HIGHLY SUGGEST that you set individual fundraising goals at minimum of $250 for each team member. As a team captain, there s two things you need to oversee with fundraising. 1. Your team raise $2,500 BEFORE the event. 2. Each team members is actively fundraising to help the team get to it s minimum. 4

5 ROLES AND RESPONSIBILITIES FUNDRAISING REQUIREMENT: Each team is REQUIRED TO RAISE $2,500 in order to participate. Even though there s only a team fundraising minimum, we HIGHLY SUGGEST that you set an individual fundraising goal of at least $250 for each team member. TEAM COMMUNICATION: The C2C Run is a grueling - and equally rewarding - event. The best piece of advice we can provide is to communicate and solicit feedback from your team members throughout the process. Just like any successful team and relationships, COMMUNICATION IS THE KEY TO SUCCESS! As a Team Captain, you need to make sure your team is in the know about all things C2C. They will be receiving all the information you do, but we ask you to make sure they re reading it! PRE-EVENT COMMUNICATION: Communication is important! Direct all team members to the C2C website, for updates, resources, tips, and more! Encourage team members with their fundraising. Use the Fundraising Guide and solicit ideas from teammates. We highly encourage each team member to set a minimum fundraising goal of $250. Encourage team members in their training. Coordinate group runs and check out the C2C Relay Run Training Guide. Coming out soon! Establish a logistics plan for the event. Try to establish your team s running rotation as early as possible to determine how to best assign and pack vehicles. Most teams split their participants into two groups including runners 1-4 and 5-8 in separate vehicles. This allows the entire group to move ahead to the next major checkpoint and have several hours to rest, relax, sleep, shower, etc. Establish a contingency plan (back-up runners) in the event a team member gets injured or sick. Have a pre-event meeting (or more than one). Have a training event together. Have a fundraising event together. Have a day of event meeting (prior to the starting line) to coordinate packing vehicles and work through any last minute logistics. DURING EVENT COMMUNICATION: Make sure all gear and people are in proper vehicles Make sure everyone has everyone else s cell number to facilitate logistics Keep in communication to facilitate transfers of runners Have extra towels in vehicles in case of inclement weather HAVE FUN!! ENJOY THE EVENT!! POST EVENT COMMUNICATION: Make sure everyone has a way back to his/her starting point. Solicit feedback from team members to make the experience better. Make sure everyone participates in the Post Survey sent out by the American Cancer Society. Hold a post event party/event a few weeks after. Start planning for next year! 5

6 ROLES AND RESPONSIBILITIES TEAM ASSIGNMENT FORM: Each team captain is REQUIRED to turn in the Team Assignment Form the first week in August. This form collects the following information: Team Name Team Song Runner Assignments Vehicle Assignments Individual Pace Times Team Average Pace Runner Cell Phone Numbers This form is in the back of the book for you to complete. An electronic copy will also be ed to you. TEAM SONG: Each team can pre- select a Team Song that they wish to be sent off to when they start. The team captain is responsible for getting this information to the C2C Race Manager prior to the event (this will be on the Team Assignment Form). Please make sure your song is appropriate (clean version please) for all ages. **Insert team song content from Guidebook** RUNNER ASSIGNMENT: As a team captain, you re responsible for making sure each runner is assigned to a runner number, runner 1-8. Please refer to the leg chart at the back of this book to see the mileage and elevation to help your runners figure out which leg they d like to complete. VEHICLE ASSIGNMENT: Each team is allowed up to 2 vehicles. We highly recommend using a 2 vehicle system. Most teams split their participants into two groups including runners 1-4 and 5-8 in separate vehicles. This allows the entire group to move ahead to the next major checkpoint and have several hours to rest, relax, sleep, shower, etc. Cars, SUVs, and vans are permitted to transport team members. No buses, RVs, trailers, or sadly, limos, are allowed on the course. We highly recommend SUVS/Vans. TEAM PROJECTIONS & PACE TIME: Each runner must have a MINIMUM of a 12:00 (**we have 13:00 in the Guidebook**) minute mile. When everyone registers, they are required to input in an estimated pace time. As we get closer to the event, you will be required to submit everyone s NEW pace time. By having everyone s individual pace time, that will give us your team overall pace time and will determine your team s start time. EVENT RULE: If your team is TWO HOURS AHEAD OF YOUR TURNED IN PROJECTED PACE TIME you will be thrown in jail. If your team is TWO HOURS BEHIND YOUR TURN IN PROJECTED PACE TIME you will be required to move ahead. What does thrown in jail mean? It means you will be REQUIRED to wait at that exchange point until you are caught up to what you were originally projected. Example: Your team s projected time to get to Exchange Point #20 is 2:00 PM and you get there at 12:00 PM. You will have to wait at Exchange Point #20 until 2:00 PM to continue. **Replace with team pacing text in Guidebook and include your example above** 6

7 ROLES AND RESPONSIBILITIES VEHICLE REQUIRED SAFETY EQUIPMENT: EACH VEHICLE is REQUIRED to have the following items: Emergency hazard beacon roof light (must have a strobe setting) Vehicle #1 Two White Signs Displayed (1 in front passenger side & 1 in back driver side) Vehicle #2 Two Yellow Signs Displayed (1 in front passenger side & 1 in back driver side) 2 Emergency Hazard Beacons (1 per vehicle): Each car is REQUIRED TO BRING THEIR OWN LIGHTS. Here s three options. Amazon and Wal-Mart carry the ones we recommend. These MUST have a STROBE setting on them (light turns or continuously flashes). 4 Vehicle signs (2 per vehicle). These will be provided in your Team Bin at Packet Pick Up. Option One Amazon Option Two Wal-Mart Option Three Amazon VEHICLE SIGNAGE: Each team will be provided FOUR SIGNS, (TWO YELLOW & TWO WHITE), that are REQUIRED to be displayed in your vehicle. Vehicle #1: will tape the WHITE SIGNS in front passenger windshield and back driver side window. Vehicle #2: will tape the YELLOW SIGNS in front passenger windshield and back driver side window. 7

8 ROLES AND RESPONSIBILITIES REQUIRED SAFETY GEAR: EACH RUNNER is REQUIRED to have the following items: Headlamp Reflective vest Two (2) Blinking LED front & back lights DAY TIME REQUIRED GEAR: Event Runner Bib Two (2) Blinking LED front & back lights Reflective vest NIGHT TIME REQUIRED GEAR: Headlamp Event Runner Bib Two (2) Blinking LED front & back light Reflective Vest (Mandatory for night time running) Participants will be held at exchange points and not allowed to proceed without proper safety equipment. ADDITIONAL SAFETY INFORMATION: OFFICIAL BIBS: Runners are REQUIRED TO WEAR THEIR RACE BIB, complete with contact and medical information, at all times while running on the course. REFLECTIVE GEAR: Since this is an event that occurs on roads and trails during day time and night time hours, RUNNERS MUST WEAR A LIGHT UP OR SAFETY VEST FROM DUSK TO DAWN. It is not required to wear a vest during the day, but we highly recommend it because it provides greater visibility. HEADLAMPS: Runners completing legs from dusk to dawn are REQUIRED TO WEAR A HEADLAMP WHILE ON THE COURSE. CELL PHONES: We ask that runners carry a cell phone with them while they run. Additionally, you will need to your phone to track your course location on our RaceJoy tracking app. NO HEADPHONES: Headphones or ear buds are NOT PERMITTED on the course. Participants that want to listen to music as they run can play it through their phones WITHOUT HEADPHONES. Only EAR WIRELESS headphones are allowed SAFETY ITEM EXAMPLES: 8

9 ROLES AND RESPONSIBILITIES PACKET PICK UP & TEAM BIN(S): Each team will receive a Team Bin at the Kick Off Celebration (Monday, August 20th 6:30-8:30 PM, Downtown Hilton, Columbus). This bin MUST BE RETURNED AT THE FINISH LINE. The bin will have the following items: 4 Car Signs Course Guidebook Route Cards RaceJoy App Guide Participant Bibs (2 Sets) Team Incentive Prize for the $2,500 Level (blinking LED safety lights) Event Shirt TEAM CHECK IN: All TEAM CAPTAINS (or their designee) MUST CHECK IN AT THE CHECK IN TENT at the START LINE at least 45 MINUTES before their team s start time. At Check In you will be required to provide the following: Show the Runner s Required Safety Items (AT LEAST 4 reflective vests, 4 blinking lights, and 4 head lamps) (2 for each vehicle) Turn in the Safety Agreement Forms signed by each participant. Go through a Vehicle Check. (emergency hazard beacon light (1 per vehicle), signage displayed, and hazard light check) Vehicle #1 Check In: You will check in at the Starting Line. Someone from the team must go to check into the CHECK IN TENT to let the VEHICLE VOLUNTEER know you ve arrived. You will both go over to your vehicle to make sure all the requirements are met before you start. Vehicle #2 Check In: If Vehicle #2 is coming to the Start Line, they can check their vehicle in there. If Vehicle #2 is not coming to the Start Line THEY MUST CHECK IN AT MAJOR EXCHANGE POINT #4 with the volunteers. TEAM CHECK OUT: Each team is REQUIRED to CHECK OUT at the CHECK OUT TENT prior to leaving the celebration. Please turn in your team bin(s), vehicle signage and any borrowed items. POST EVENT RIDES & HOTELS: RIDES: Each team is responsible for coordinating their rides from Cincinnati back home. Whether your full team is driving back home together or participants are getting picked up, as a team captain, you need to makes sure everyone has a ride home. If you have a team member who is struggling to find a ride back to Columbus, please C2CRelayRun@cancer.org for assistance. HOTELS: There will be a list of partnering hotels sent out in a sperate communication to all participants about Hotel Room Blocks in Cincinnati for participants, family and friends to continue your celebration. Stay tuned! SAFETY AGREEMENT FORM: Each participant is REQUIRED to sign the SAFETY AGREEMENT FORM and turn them in AS A TEAM at the Start Line Check In tent. This form will be ed out prior to the event. C2C RELAY RUN GUIDEBOOK: Please make sure to READ THE ENTIRE C2C RELAY RUN GUIDEBOOK in addition to the Team Captain Guidebook. All the Rules and Guidelines are listed in that book and it s mandatory that you and your team read and adhere to the rules. 9

10 YOUR TEAM CAPTAIN TO-DO LIST READY. SET. GO! To be a successful C2C Team Captain, follow these steps. 1. Utilize the C2C Relay Run website. Your personal C2C web page is a valuable fundraising tool. Start by personalizing your web page. Personalize your web page with photos and stories that will inspire others to join you in the fight against cancer. 2.Recruit seven other members to join your team. Think about all the people who would join you your family, friends, neighbors, coworkers, fellow worshipers. After they join your team, make sure they personalize their page and have them reach out to their network connections for donations. 3. Fundraise. The dollars you raise help the American Cancer Society save more lives from cancer, which is why each C2C team is asked to raise a minimum of $2,500. That s an average of $ per team member! We highly encourage each to set their goal higher than the minimum Work with your team to set a realistic goal that everyone can work toward. You can find fundraising ideas in the accompanying Fundraising Guide and on your personal C2C Run Web page. 4. Attend the C2C Training Meeting. There will be two training meetings in the Columbus Market to help you and your team prepare for the run. C2C 101 Tuesday, June, :00-7:00 PM Everything you need to know about C2C! C2C Logistics Thursday, August 2, :00-7:00 PM Everything you need to prep for a fun, safe, successful run! 1. Like Us on Social Media! Make sure to like the C2C Relay Run Facebook, Instagram and Twitter pages to stay up to date with what s going on, tips and tricks to fundraising, and training ideas. 10

11 HOW TO RECRUIT A TERRIFIC TEAM! Get excited! Your enthusiasm is contagious. Arrange an employee presentation at work. Lunch or an all-employee meeting is a great time to tell your coworkers what C2C is all about. Try to set up a challenge between departments or other locations. Ask your company to sponsor your team (by paying the registration fee). If you d like a speaker from the American Cancer Society, just ask. Recruit your family and friends. Build your team roster by including family members. It s a family affair. Other potential members can be found at your place of worship, gym, professional and school associations, neighborhood groups, etc. Dedicate your team to a cancer survivor. If you know someone who is dealing with cancer, why not pay tribute to that person by dedicating your team to them? Create a team theme. Tap into your creativity. Come up with a unique name and plan so you can decorate your cars with props that match you theme. Get the word out. Put up C2C posters and display the brochure to get others involved. Become your organization s C2C champion. Motivate your team. Hold regular team get-togethers to build spirit and keep everyone informed. Share your C2C story to help connect team members with why C2C is important. Set a team fundraising goal. Have each participant set a personal goal, and then set a team goal. Encourage team members to meet their goal by keeping in touch and celebrating milestones! Tap into your wellness coordinator at your office for outreach and sponsorship opportunities. Let people know they don t have to be an elite running to participate in C2C. Each runner runs a total of miles which is broken down into 3 legs that range from 3-7 miles each! 11

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13 FUNDRAISING IDEAS THREE WAYS TO RAISE FUNDS FOR C2C After your team sets its goals, the next step is to start collecting donations! Your fundraising efforts will consist of three basic types: individual fundraising, online fundraising, and team fundraising, INDIVIDUAL FUNDRAISING Individual fundraising consists of those activities that your team members do on their own to reach a personal goal. The most effective and proven form of individual fundraising is letter writing. Consider sending letters (or messages) to their friends and family around the world to ask for support in creating a world with less cancer and more birthdays. Sample letters and other ideas for individual fundraising can be found in the Fundraising Guide Book. ONLINE FUNDRAISING Online fundraising is another form of individual fundraising. After participants register online, they can upload their address book and send s to ask for donations. A new C2C Facebook badge is also available to post to your profile page. As Team Captain, challenge your team members to send s. The more s that are sent, the more money we can raise to save lives from cancer. If your team members aren t sure where to start, let them know that there are pre-formatted s to help them ask for donations, follow up with potential donors, and thank donors who have supported their efforts. Keep in mind that a personal message is always best, so they should personalize their letters and s. Online donations are encouraging because you can watch your fundraising thermometer rise with every donation. TEAM FUNDRAISING Teams can have a lot of fun organizing an activity or event to raise money for the American Cancer Society. There are many team fundraising ideas but we ve found that those fundraising activities that focus on things people spend money on anyway are most successful. For example food sales, movie nights, donation classes, experience raffles... The sky s the limit. Be sure to check out the Fundraising Guide Book for an extensive list of ideas for you team. For more ideas and tips view the Fundraising Guidebook located on your personal fundraising page dashboard. 13

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