Vicksburg/Schoolcraft

Vicksburg/Schoolcraft 2012 THEME: Colors of Hope Relay For Life of Vicksburg/Schoolcraft June 23-24, 2012 Schoolcraft High School 10 am 10am www.relayforlife.org/vicksburgschoolcraftmi

COMMITTEE CONTACTS Please do not hesitate to contact the Relay planning committee if you have any questions. We are knowledgeable and dedicated group...we are glad to help! Committee Position Name Phone Email Chair Kristin Youngs 269-649-1841 YoungsKN@kalamazoo.k12.mi.us Event Co-Chair Angie DeYoung 269-679-2021 cagmdeyo@yahoo.com Staff Partner Katie Nelson 269-349-8719 mary.nelson@cancer.org Accounting Chair Nellie Pierson 269-271-2826 bpierson49@hotmail.com Online/Logistics Chair Brian Pierson 269-808-5064 bpierson49@hotmail.com Team D Chair Jamie Reid 269-267-6562 macpaig93@msn.com Entertainment Chair Angela Leversee 269-744-1986 troi16ang@aol.com Entertainment Member Heather Delaney 269-615-6465 delaney.heather@yahoo.com Promotions Chair Ken Crouch 269-679-3533 kenjcrouch@eaton.com Survivorship & Caregiver Chair/Sponsorship Chair Kim Derrick 269-649-2955 kderrick1068@aol.com Survivor Dinner Karin Joyce 269-679-3828 kjoyce59@gmail.com Survivor Dinner Mary Noles skiaspen18@aol.com Ceremonies Chair Meghan Penney 419-295-6505 meghan.penney@mpiresearch.com Mission & Advocacy Chair Sandra Lukowski 269-447-5298 sandra_lukowski@yahoo.com 2

2012 FIGHT BACK CHALLENGE This year s Fight Back challenge! The team that brings in the MOST ACS CAN memberships will get: A) ACS CAN Club banner with their team name on it B) Giant sandwich meal for team C) Any $20.00 member will receive an ACS CAN clip on water pouch Laminated 2012 WE FIGHT BACK signs will be posted at all team sites that complete both fight back challenges: 1. 3 ACS CAN membership forms: As a non-profit institute, ACS has limited lobbying ability. It therefore created a for-profit sister organization to lobby diligently on behalf of health and wellness issues. Each Relay is charged with the task of recruiting 25 new ACS CAN members. Membership is a yearly fee of $10 and entitles the member to email action alerts and monthly newsletters. Please turn in ACS CAN membership monies with their completed forms. It is imperative that we keep these dollars separate from general ACS donations. 2. One cancer activity or fact at your campsite: Use a poster to display a cancer fact, have a guessing game, offer sunscreen, etc. Anything that promotes cancer/health awareness helps! THANK YOU FOR SAVING LIVES!!!! 3

Recruit a Team! Set it in motion! A Step By Step Guide for Team Captains TEAM CAPTAIN JOB RESPONSIBILITIES: Recruit 10-15 team members Encourage Each Participant to raise $100 Attend All Team Captain Meetings if you can t make it, it is IMPERATIVE that you send someone in your place! Delegate, delegate, delegate!!! Don t burn yourself out! Ensure that everyone on your team is fundraising and aiding the team s efforts Be the biggest cheerleader for the group Send out group communications (email, phone calls, letters, etc.) keeping everyone in the loop about fundraising and Relay plans Immediately following Kick Off: Set Goals for yourself and your team Team members Survivors Luminaria Team GOAL January: Find team members and select one Co-Captain to help you. Team members can be found: Your friends and family Co-workers Neighbors Place of Worship Gym If you recruit 5 people, ask each of these people to bring one friend, and you ll have a team of 10! Remember that 97% of families will be touched by cancer...nearly everyone has a reason to Relay! Organize an initial team meeting so that you can: Discuss team goals, layout expectations Distribute Relay For Life envelopes/forms/luminarias to all participants on your team. Sign the team up online and register your team members. **Plan your pre-event fundraising effort(s) Ask any businesses that you or your teammates know if they will sponsor the Relay (See sponsorship section of this book) 4

Who s job is it anyway?? Team Assignments Job Responsible Party Notes 5

TEAM RECOGNITION AND EVENT AWARDS Incentive Prizes Team participants who raise $100 will receive a Relay For Life event t-shirt. Anyone who raises $250 or above is eligible to receive an incentive prize. See the incentive prize sheet enclosed in the Team Captain Kit for more details. ONE incentive prize can be picked from the appropriate fundraising level. (In other words, Relayers cannot choose several prize from lesser fundraising levels). Certificates will automatically be sent to those that have raised $250.00 or more. IMPORTANT: If an individual is trying to obtain an incentive prize, please be sure to put their name on any envelope with money that is turned in and indicate how much should go towards the individual on your team Campsite Sign Recognition Campsite signs will be handed out at Relay highlighting the team s level of achievement. The sign can and will be changed as monies are turned in throughout Relay day. Teams get to keep their last sign at the end of Relay. Here are the fundraising levels: Bronze - $2,500 Silver- $3,500 Gold $5,000 Platinum $7,500 Jade $10,000 Sapphire $15,00 Ways to Recognize Your Team Members Thank you card/certificate after Relay Copies of team photos Balloon in a Box (use helium it floats up when opened) Give a Badge/Crown to wear to wrap up party Send Birthday/Holiday/Anniversary Cards Manicure/Pedicure Movie gift certificates Letter to their boss to give thanks Life Savers with a note about how they too, are a life saver Candy Grams Mints With a note that says What you did MINT a lot Cards with signatures from Survivors Wrap party celebration make appetizers and beverages. Trade pictures. Make a thank you speech. 6

Personalized Track Signs & Sponsorships Personalized track signs are another great way to fundraise pre-relay. These signs are about 2 X 3 feet and made of corrugated plastic. The cost to have a personalized track sign is $100. Teams are asked to use the signs as a fundraiser by offering them to donors as a means to honor someone who has battled cancer. Or, alternatively, if a sponsorship ask is denied at the $250 level, ask businesses if they would contribute $100 to have a sign posted at the Relay. (See below for examples of personalized signs) Teams are responsible for collecting the money earned from track sign sales and for turning in the completed order forms. Please turn in one form per sign that you are ordering. (Do not put multiple orders on one form). Be sure to indicate EXACTLY what you would like the sign to say. Keep in mind that the top half of the sign will have the Relay logo printed on it. Order forms will be available at every Team Captain meeting. Because it takes approximately one month to have all the signs printed and shipped, Track Sign order forms are due at Team Captain Meeting #3 or NO LATER than Friday, June 1. Teams will receive their signs at Relay. Personalized Track Sign Examples: IN HONOR OF JOHN JACENTY, JR. WE MISS YOU, PAPPA! LOVE, TEAM BOZO HI-LAND GARDEN MART 123 HAPPY STREET VICKSBURG, MI 123-456-7890 A Personal Track Sign A Business Track Sign 7

Sponsorship Pursuing a corporate sponsorship is a great way to boost your team total! Plus, businesses benefit from the recognition they get on Tshirts and banners displayed to hundreds of Relay participants in their community. In general, sponsorship asks are more successful if they come from someone the businesses owner recognizes as a regular patron of their establishment. Think of all the places you go on a regular basis...these businesses would make great sponsors! Here are a few ideas: Local coffee shops Restaurants Grocery Store Gym Banks/Credit Unions Pharmacy Family & Friends businesses Your place of employment If you plan to ask for a corporate sponsorship, please ask your staff partner for a sponsorship packet. This packet outlines not only the levels of sponsorship recognition, but also information about Relay For Life and the American Cancer Society. The sky is the limit! Sponsorships should be turned in by Team Captain Meeting #2 or NO LATER than Wednesday, May 2. 8

Banking Procedure Before Relay: Give each team member a collection envelope. Have them label the envelope with their name and the Team Name. This is imperative for your team to receive credit for its donations. Checks must be cashed within 90 days of their date, so please turn in monies regularly. A mini accounting services will be set up in the back of all Team Captain meetings. Feel free to turn in team member s money as it comes in throughout the season. Be sure to follow the tips for handing in money as outlined below. At Bank Night: (see Calendar of Event) Please note that turning in money at Bank Night is preferred to turning in money at the event. Prior to Bank Night, Team Captains should collect all remaining envelopes from all their team members. Be sure each envelope is labeled with team name, team member name, and an indication of the total amount enclosed. After turning in your funds, you will receive your Tshirts, choose your campsite, and receive a finalized schedule of events. Bank Night is the last chance to ask any questions or gather last minute supplies, such as luminaria bags. Teams are asked to please send only ONE team representative to Bank Night. At Relay: A large, purple mailbox will be placed in a prominent location at Relay. Follow all the rules for collecting money in envelopes. A table will be next to the mailbox with accounting supplies, such as envelopes, pens, calculators, etc. BE SURE TO SEAL AND LABEL YOUR ENVELOPES BEOFRE PLACING THEM IN THE MAILBOX! Place envelopes in the mailbox when they are half full of cash. Monies will be accepted in the mailbox through the end of Relay. For security reasons, money count times are not announced...you can obtain your team s final count after the Relay. After Relay: Just because the event is over, doesn t mean fundraising has to stop! Post-event is a great time to gather last minute donations using Relay Online, putting together a wrap up party, etc. If you didn t reach your team goal, don t give up...keep trying! We have until the close of the fiscal year to continue to raise funds! (August 31). Any monies received after 8/31 will count toward the next year s Relay. Send any funds donated AFTER Relay to: RFL Vicksburg/Schoolcraft, American Cancer Society, 1400 West Milham Road, Portage, MI 49024. Be sure to note your team name with the enclosed money. Money Handling Tips Please print LEGIBLY on the envelope: 1. Team Member Name 2. Team Name 3. Circle total amount enclosed in envelope 4. Please exchange loose coins to bills 5. Be sure your envelopes are sealed! 6. Please turn-in ONE envelope per team member Checks should be payable to: American Cancer Society 9

Donation Receipts Each Team Captain Kit will contain ten Gift Acknowledgement Receipts. Additional receipts are available at all team captain meetings. Receipts are to be used for CASH donations only.a check acts as a donor s receipt for tax purposes. A complete name and address MUST be on the form to receive a Tax Acknowledgment in the mail. HOW TO FILL OUT THE GIFT ACKNOWLEDGEMENT RECEIPT: County Kalamazoo Event Site Schoolcraft High School Track Donor Information Fill in the donor s name, address, & phone number Fill in amount received Check the box to indicate if donation was by check or cash Check the box for the type of contribution the donor made - Be sure to fill in the quantity and description if merchandise was purchased. Team Name Enter your team s name Date Received The date you received contribution Received By Enter your name White Copy American Cancer Society Yellow Donor 10

EVENT LOGISTICS: DO S AND DON TS General Rules The event runs rain or shine! Each team member should be prepared for all weather conditions. NO TOBACCO PRODUCTS strictly enforced NO ALCOHOL strictly enforced NO PETS also strictly enforced NO rollerblades, skates, bikes, skateboards, etc on the track. Wheelchairs and baby strollers okay. In the event of severe weather, your ACS staff person will instruct you what to do. You will be expected to follow any and all instructions for the safety of you and your team members. Please note that the official decision to shut down or post-pone the event will ONLY be announced by the ACS Staff Partner. Chaperones are required for any youth team. The American Cancer Society is NOT responsible for any loss of valuables or personal property. Be careful to secure your items properly. Garbage is the responsibility of everyone at the event. Please keep the track and your tent site clean. Please clean up your campsite before departing Relay Follow all parking and driving instructions while on or near the event site. Please have team participation for all 24 hours. Keep tent site intact until after Closing Ceremonies. Most importantly..have FUN! What to bring to Relay Garbage bags Coolers Money small bills and change are helpful! Extra clothes layering is key! Extra shoes and socks Sunscreen Long-tipped lighters for luminaria Kleenex (Luminaria) Sleeping bags, pillows, blankets Chairs/Tables/Tent Bug spray Rain gear, towels in case it rains Fan Flashlight Camera Tape First Aid: Band Aids, Antacid, Advil Sunglasses Hats Donation Collection Envelopes, pens, calculator About Food at Relay: The Health Department often has requirements for selling food in public places. It is important that Relayers abide by these rules! If you intend to cook and sell any food at Relay (ie: hot dogs) please do so legally. Bakery is one exception to the Health Department regulations. Teams may sell homemade cookies, brownies, etc. at Relay. However...in the past these items have not done as well as many teams expect...so be cautious if using this as your on-site fundraiser. It is recommended that teams bring plenty of water bottles and cool fresh fruit to snack on. 11

WHAT HAPPENS AT RELAY... Opening Ceremony: The fun starts from the very beginning! During the Opening Ceremony, chairpersons, speakers, and community leaders set the pace for the American Cancer Society Relay For Life. Cancer Survivor s Victory Lap: The first lap of Relay is the survivors victory lap. During the Victory Lap, Relayers line the track perimeter and cheer and applaud as the Survivors walk a lap together. Immediately following the Victory Lap, cancer survivors and caregivers are invited to attend a celebratory reception as honored guests. Fight Back Ceremony: The Fight Back Ceremony is a short ceremony that asks every Relayer to make a commitment to continue the fight against cancer year round. Participants make pledges to live healthier lifestyles, help family members get cancer screenings, etc. Participants in the Fight Back Ceremony are asked to sign a promise card and take a flag that symbolizes the life they are going to save. Luminaria Ceremony: Luminaria Ceremony is often said that to be the most emotional part of Relay. Prior to Relay, teams are encouraged to sell luminaria bags. You can obtain as many bags as you wish to sell by asking your staff partner, Janelle Nagy. These bags are then decorated in honor of a survivor, caregiver, or someone who has lost their battle with cancer. At dusk we place all of these bags around the track and candles are lit inside. The bags glow helps guide us as we continue Relaying throughout the night. A ceremony of remembrance takes place at 10:00 p.m. This ceremony will include a lap of silence to reflect on the people whose names are inscribed on the glowing tributes. Luminaria is a powerful testimonial as to why we Relay For Life. Closing Ceremony: The Closing Ceremony celebrates the accomplishments, success, and efforts of the committee, team captains, participants, donors and volunteers. Awards are presented to teams and individuals, and the grand total of dollars raised will be announced. Taking the final lap together is a proud moment for a community taking up the fight! 12

Luminaria Bags & Ceremony The Luminaria Ceremony is a huge part of Relay! It is, in fact, the biggest reason many people take part in the event. To light a candle in honor of someone you love, to say a few words, and to see an entire park lit up with the candlelight of a thousand memories...that is a sight to behold! BUT, in order to get those 1000 flickering flames, we must sell the luminaria bags and decorate them. What to do with luminaria bags Luminaria bags will be available at all Team Captain meetings. Take as many as you need. The bags are intended to be used as a fundraiser. The official price is $10. However, we do not keep formal accounting of the number of bags you take versus the amount of money you hand in.so use your discretion. Tailor your price to the audience you are asking to donate. A group of elementary school kids?...the bag costs $1. A group of well-to-do surgeons?...the bag costs $25! Once people have purchased a luminaria bag, instruct them to decorate it in honor of a survivor or caregiver. Decorations can be as simple as a name written in pencil to frills such as lace, glitter, and cut outs. As an alternative, some teams ask for a donation and volunteer to decorate bags with the names of people the donor specifies. This saves busy donors time and gives the Relayer a reason to invite their donors to Relay! (To see their bags, of course!). Team Members are responsible for collecting any bags they ve passed out prior to Relay. Collect and bring all your bags to Relay Day. While at Relay, it is important to store your bags in a place where they will remain safe and dry should a mid-day sprinkle occur. In early evening, teams will be instructed to place the bags around the track and begin filling them with the sand and candles (ACS provides the sand and candles). While we realize you would like your bags near your campsite, please remember that we want to encircle the entire track with bags...so please space your bags as appropriate. The bags will remain lit throughout the night. In the morning, if you wish to keep your bags, please remove them from the track at daylight. Place the used sand and candle in the designated area. Any remaining luminaries will be subject to a group clean up (all teams are asked to help!) shortly after Closing Ceremony. 13

Luminaria Team Name: Team Captain: $10 each, please print Luminaries must be returned to your team captain In Honor of: In Memory of: Message: 14

Relay For Life Walkers Schedule 10a.m 10am 10:00 AM 10:00 PM 10:30 AM 10:30 PM 11:00 AM 11:00 PM 11:30 AM 11:30 PM 12:00 PM 12:00 AM 12:30 PM 12:30 AM 1:00 PM 1:00 AM 1:30 PM 1:30 AM 2:00 PM 2:00 AM 2:30 PM 2:30 AM 3:00 PM 3:00 AM 3:30 PM 3:30 AM 4:00 PM 4:00 AM 4:30 PM 4:30 AM 5:00 PM 5:00 AM 5:30 PM 5:30 AM 6:00 PM 6:00 AM 6:30 PM 6:30 AM 7:00 PM 7:00 AM 7:30 PM 7:30 AM 8:00 PM 8:00 AM 8:30 PM 8:30 AM 9:00 PM 9:00 AM 9:30 PM 9:30 AM 15

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Relay For Life Vicksburg/Schoolcraft Team T-Shirt Order **Please remember to only order one t-shirt per team member who has raised at least $100! Team Name: Team Captain: Child Sizes Small qty s Captain Co-Captain Medium qty s Large qty s Adult Sizes Small qty s Medium qty s Large qty s X-Large qty s 2X qty s 3X qty s 4X qty s Total Number of T-shirts Ordering DUE BY Team Captain Meeting #2 or NO LATER than May 2. Fax order to Katie Nelson at (269) 349-0846 17

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