Event Survival Guide. Relay For Life of Calvert County. June 13-14, 2015 Calvert County Fairgrounds

Transcription

1 Relay For Life of Calvert County Event Survival Guide Relay For Life Super Heros walk together to celebrate and remember. Super Heros know the cure is in sight and won t stop Relaying until we finish the fight! June 13-14, 2015 Calvert County Fairgrounds 1

2 Event Time Line Set up begins 9 am Survivor Check-in begins 11:30 am Survivor Luncheon from 12:00pm-1:45 pm Registration Tent opens 12:30 pm Access to drive vehicle to your campsite to unload ends 12:30 pm Opening Ceremonies begin 2:00 pm Survivor lap beings at approx. 2:20 pm Parade of Teams begins at approx. 2:35 pm Treasure Trove Opens 2:45 pm Super Hero & Princess Theme Lap 3:00 pm Elvis is the the House 3:15 pm Corn Hole Competition begins 3:15 pm Water Pong 4:00 pm Live Band Bungalow 4:15 pm Beach Theme Lap 4:00 pm Cheeto Toss Competition 5:00 pm Sports Team Theme Lap 5:00 pm Greasy Watermelon Game 6 pm Live Band 7 Streets to Nowhere 6:15 pm Toga Theme Lap 6:15 pm Limbo Contest 7:00 pm 2

3 Conga Line Theme Lap 7:00 pm Miss Relay Contest begins 7:15 pm Hula Hoop Contest 8:00 pm Creating More Birthdays Theme Lap 8:15 pm Live Band Brass Consortium 8:15 pm Luminaria sales end 9:00 pm Treasure Trove Closes 9:00 pm Luminaria Ceremony begins 9:30 pm Miss Relay Winner announced 10:45 pm Pajama Theme Lap 10:45 pm Treasure Trove and Team Raffle Winners Drawn 11 pm Zumba 11:15 pm Lip Sync Challenge 12:15 am Fight Back Ceremony 1:30 am Final Team lap at approx. 1:40 am Event ends Clean up Begins 2:00 am ***Times are approx. and may be modified to fit scheduling needs*** 3

4 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 12:30 p.m. Please follow parking attendant instructions on where to enter and exit the track area. Once you have unloaded at your campsite, please exit the track area and park your vehicle in the parking lot. Please set up your campsite after you have parked your vehicle. After 12:30 an unloading area will be provided near the entrance gate. Please bring a hand truck or wagon to transport your supplies if you are unable to arrive before 12:30. Team Captains need to Check-In their team at the Registration Tent when they arrive. No wheeled vehicles are allowed on the track with the exception of wheel chairs and strollers after 12:30 p.m. No bikes, scooters, roller blades, skate boards, etc., are allowed on the track. 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. Your area MUST be completely cleaned before you leave. This includes around your car. Please bring trash bags with you. Children under the age of 18 MUST be accompanied by an adult chaperone. Please be respectful and remain quiet during the ceremonies throughout the evening. Please do not run/play in other campsites. Please use the open area. Personal vehicles will be allowed back on the track for campsite loading after 2 am. 4

5 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 County Sheriff s staff. 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. 5

6 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: 3:00 pm - Super Hero & Princess Lap: Costumes, accessories, attitude! 4:00 pm - Beach Party Lap: Luau gear, grass skirts, Hawaiian shirts, help keep beach balls in the air 5:00 pm - Sports Team Lap: Team jerseys, sports gear, hats, foam fingers 6:15 pm - Toga Lap: Toga wraps, head gear, sandals 7:00 pm - Conga Line Lap: No special outfit needed just participate and have fun! 8:15 pm - Birthday/Crazy Hat Lap: Biggest, brightest birthday hats, horns, streamers, balloons 10:45 pm - PJ Lap: PJ s, slippers, face mask, hair rollers, and baby blankets *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) - Other surprise awards! 6

7 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 your vehicle for shelter. No matter what Please do not leave! Severe weather does not usually last long so if you stick it out for a bit 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. 7

8 What To Bring Relay For Life Suggested Packing Checklist Treasure Trove Basket please drop off at Treasure Trove Tent no later than 2 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 (small stakes and hammer to secure if windy) Lawn/beach chairs & tables Campsite Decorations for Best Campsite competition Cooler with extra water/drinks 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 Sunscreen, sunglasses, hats 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 Chargers (charging stations will be available 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! 8

9 Fight Back Closing Ceremony! Join us at 1:30 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 Fight Back Lap together! Please DO NOT leave before the Closing Ceremony. Don t forget- we will be handing out awards and some great prizes! 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 2016 Relay For Life, please notify a member of the Event Leadership Team wearing a Green T-shirt! THANK YOU FOR YOUR EFFORTS TO FINISH THE FIGHT AGAINST CANCER! 9

10 Miss Relay For Life of Calvert 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 2015 Miss Relay For Life of Calvert County! Preregistration is recommended Name of Contestant: Team Name: Pageant Name : Why do you Relay? Other information you d like to share about yourself: Have fun, but please remember this is a family event! Please return this form to the stage no later than 9 pm. Additional forms will be available at the Registration Tent. 10

11 Relay For Life of Calvert County Treasure Trove Raffle Please complete the information below about the Treasure Trove basket/item you are entering. Please include this form with your item, and drop off at the Treasure Trove Tent, no later than 12:30 p.m. on the day of the event. Donating Team Name Basket Theme/Title Estimate Value $ Brief Description of contents 11