Relay For Life of Farmington Valley All Team Captains Packet Thank you for taking on the responsibility of being a Team Captain for the Relay For Life of Farmington Valley. A team captain is an integral contributor to a Relay For Life. By agreeing to be a captain of your team you have agreed to accept the re- sponsibility of leading your team in the effort to raise money to support the work of the American Cancer Society. The Farmington Valley Relay Event Leadership Team appreciates your efforts. This packet and other packets in the folder, the 2016 Team Captain Kit and Team Captain s meetings are all prepared to help you and your team have a fun and successful Relay team. Celebrate our success Last year, our 15 th year, we raised $438,094 to support the work of the American Cancer Society! Our success was recognized by the American Cancer Society. Of the 5000+ Relays in the United States we were 17 th in the amount of money raised, and we are 2rd in New England out of 245 Relays! The work of the Team Captains was essential and appreciated in this huge success! Team Captain Folder and 2016 Team Captain Kit The 2016 Team Captain Guide supplied to you via U.S. mail after you registered by The American Cancer Society, has excellent general and background information. It has valuable information on fundraising, team and individual recognitions and links to other resources. Be sure to take time to familiarize yourself with the contents and share them with your team members. New Team Captains also go an additional Welcome Guide that will be helpful to them. The packets in this Team Captain Folder have the purpose of taking the materials in the 2016 Team Cap- tain Guide and applying them to the Relay For Life of Farmington Valley. The packets will help you with the important tasks and timelines necessary to be an effective Team Captain. Packets included are: Registration Banking Additionally for student teams: Chaperones Student Packet All items in this Team Captain Folder and all forms will be available at all Team Captain Meetings and on the website at www.relayforlife.org/farmingtonct à View more event informationà ANNOUNCEMENTSà on the right FORMS AND DOCUMENTS or use this shortcut link bit.ly/ RFLFVannouncements_forms -! 1 -
Important Contacts Committee members are available to help you with your team captain responsibilities. If you have a problem, concern, a need or want to make a supportive comment please feel free to con- tact the appropriate committee member. Linda Kime Tri- Chair Fund & 860-305- 052 lmk318@aol.com Fun 6 Pat LeBouthillier Tri- Chair- - Logistics 860-673- 867 4 unionville@sbc.global.net Harvey Dutil Tri- Chair- - Bring the People Team Recruitment & Retention 860-677- 758 8 dutilrelay@gmail.com Kay Hunter Publicity Chair 860-817- 439 kay.hunter@att.net Carissa Tip- ACS Relay Specialist 6 carissa.tipping@cancer.org ping 203-379- 482 Bo Laraia Registration 8 farmingtonrelayforlife@gmail.com Cyndi Val- lario Website Manager 860-673- 765 relayforlifeofframingtonvalley@gmail.- com 9 New for 2016 *This year s theme is- - Animals, - - Let s go wild for a cure. *The sponsorship donation will be credited to the team member who got the sponsor and can not be divided among the other team members. *All Team Captain meetings will be held in the cafeteria at Avon High School *Easier to complete student forms Website The Relay For Life of Farmington Valley's website (www.relayforlife.org/farmingtonct) is a useful tool for you to have a successful team. You can use your team and personal pages to promote your team and ask for donations. The Announcements page has valuable information for you and your teammates. There are links to all the documents in the Team Captain Toolkit, fundraising ideas, sponsorship information, details about our ceremonies, and much more. There is also a section for advertising your team fundraisers, so please email those details and/or any website related questions to relayforlifeoffarmingtonvalley@gmail.com. It takes a lot of clicks to get to the event announcement page, so we have created a direct link: bit.ly/rflfvannouncements_forms. The page is updated frequently, so check often for helpful information. -! 2 -
Forms All the forms you need to be a successful Team Captain are in the right hand side of the folder. All forms are available on the website and at all Team Captain meetings. 2016 Relay For Life of Farmington Valley Team Captain Meeting Schedule Mon. Feb. 8 5:30-7:30pm Kick-off Party at Farmington Club --All Team Captains invited Can bring friends & family -just make sure RSVP to carissa.tipping@cancer.org Tues. Mar. 14 or Mar. 15 7:30-8:30pm Team Capt. Meeting; Registration Chaperone & Bank tables open at Avon High School Cafeteria Mon. April 4 or Tues. April 5 7:30-8:30pm Team Captain Meeting; Registration, Chaperone, Sponsors, Luminaria & Bank open at Avon High School Cafeteria Fri April 15 All team members need to register on line by this date to be guarantee a t-shirt provided they meet minimum $100 each fundraised by May 10th. Tues. April 26 Mon. May 9 or Tues. May 10 Mon. May 16 Tues. May 17 6:30-8pm Drop-in Night at Avon High School Cafeteria - Registration, Bank, Chaperone, Sponsors, Luminaria open NO TEAM CAPTAIN MEETING turn in forms and donations. Questions answered. FINAL FORMS, MANDATORY TEAM CAPTAIN AND A CHAPERONE MEETING, Avon High School Cafeteria 6:30-8:30 Registration, Chaperone,Sponsors, Luminaria & Bank open 7:30-8:30 Mandatory Team Captain and a chaperone meeting Individuals need $100 minimum raised by 12noon today to qualify for pre-event t-shirt. If funds turned in on May 17, receipt must be presented to add a shirt into team bags. T-shirt pick-up, Campsite selection, Bank, Sponsors and Luminaria open (No Registration of Chaperone forms) Avon High School Cafeteria 6:15-7:30 Farmington based teams 7:45-9:30 Teams based in other towns Sat. May 16 th 8:00am thru Sun. May 17 th 8:00am RELAY FOR LIFE of FARMINGTON Valley at Farmington High School!! Instructions for special meetings of team captains during Relay event will be listed on Event Schedule (provided in t-shirt bag, also emailed & available at Relay). We are going to have fun CELEBRATING! We will REMEMBER during luminaria ceremony. We ll WALK! All join FIGHT BACK closing Sunday morning!! -! 3 -
Fundraising & the American Cancer Society Mission Fundraising to support the ACS mission is what Relay teams are all about. Teams should be fundraising through the year. Even if people/businesses do not wish to financially donate, they can be told about the great mission of ACS (patient services, research, advocacy, education). The American Cancer Society 2016 Team Captain Guide contains excellent ideas and information on fundraising, setting fundraising goals, fundraising incentives for teams and individuals, and donation envelopes for each team member. Other fundraising ideas are available on the website and by searching Relay For Life fundraising. Where their Dollar Goes flyer will is in the right hand pocket of this folder and is available on our website. Survivors Cancer survivors are recognized at the Relay through the 5 p.m. Celebrate Ceremony, a special lap of the track and a dinner provided for the survivors and their caregivers. Survivors can register for the Relay by going to the website and click on SIGN UP à à WALK THE SURVIVOR LAP and then complete the form. Team Survivors Each team is encouraged to include a cancer survivor on the team or adopt a survivor to be with the team. The goal of including a survivor is to provide a direct link to the American Cancer Society s goal of creating survivors. All team survivors should register online as a survivor The survivor is encouraged to walk in the survivor lap and with the team in the team lap with their team. See Survivor paragraph above. If a team adopts a survivor the survivor does not need to raise donations. The survivor, if 26 or older, can serve as a chaperone. It is hoped that the survivor will attend at least one team meetings to discuss with the team the trials and tribulations of being a survivor. Luminaria Luminaria in honor or cancer patients or in memory of those who have passed away from cancer will line the track for the Remember Ceremony. They may be purchased for $5.00 each. This can be a fundraiser for you and your team as the money you raise from the donations will be credited to your personal fundraising goal and your team s fundraising goal. Copies of the form are in this folder. The form and the donation need to be turned in to the bank. Torches Torches in memory of those who have passed away from cancer will be lit during the Remember Ceremo- ny. Torches are available for a $50.00 donation. This donation does count towards your fundraising goal. Those who make the donation may pick up the torch the next morning. Copies of the form is in this fold- er. T- shirts- Hope Club Member T- shirts will be guaranteed for all participants who are registered on- line by April 15 and who have raised $100 and have it deposited with the bank by May 10. These T- shirts will be distributed on May 17. Ex- tra shirts will be ordered for predicted registrants after April 15 and have raised $100 but the number/ size of extra shirts will be an estimate so not guaranteed, but probable. Those who reach $100 after May 10 can get a t- shirt after Relay by immediately contacting carissa.tipping@cancer.org There are two factors to be aware of: All team members including middle and elementary students need to raise $100. Each team member needs to raise $100 through individual fundraising or proceeds from a group fundraiser that is actually divided among the team s members. Team members cannot count their fundraising minimum as the average dollar amount of total team funds raised. -! 4 -
Individual and Team Incentives Relay For Life has an incentive program that awards participants and teams who reach certain fundraising levels. Information is available in the 2016 Team Captain Guide. EMERGENCY PROCEDURE In case of life threatening weather announcement will be made directing all team members and chaper- ones to the high school building where we will assemble. It is essential that all participants cooperate with the direction of the volunteer Safety and Security personnel. It is the responsibility of youth team chaper- ones to be aware of and account for all team members on the site. Details of these procedures will be reviewed at an upcoming team meeting, to team captains (and chaper- one for youth teams) at the final Team Captain meetings (May 9 & 10), and at the Team Captain Meeting to be held on Saturday morning, May 21. Please acquaint yourselves with these important procedures. Alcohol and Drug Policy Alcohol and drugs in any form will not be permitted at the Relay. Participants using drugs or alcohol, in possession of drugs or alcohol, or in a tent where alcohol or drugs are being stored or consumed will be asked to leave. If they are students their parents will be called and as required by law the Farmington Po- lice will be involved. GETTING READY TO RELAY MAY 21 & 22 WHAT TO BRING Canopies/tents Sleeping bags Lawn chairs Cash for food concessions Battery powered lights Insect Repellent Hats/Sun Visors Nerf balls, Frisbees, cards Rain gear just in case! Snacks Water Pillows Decorations Sunscreen Coolers Team Sign and/or Banner Extra cash to support other team s on site fundraisers Family and friends to experience Relay with SOME ADDITIONAL SUGGESTIONS FOR A FUN AND SAFE TIME! Wear comfortable, lightweight clothing layer Bring a change of clothes (shirt, shoes, socks, sweatpants, jackets, hats, gloves) Wear sturdy but comfortable shoes designed for walking If you have a medical condition that needs a physician s attention, please notify your team cap- tain and chaperone and check with your physician before the Relay. -! 5 -
GUIDELINES RULES AND REGULATIONS DO - Only assist dogs are permitted on any part of the site - Enlist the help of several team members to help you set up. - Report to Registration Table to check in as soon as you arrive the day of event. Youth teams must have a chaperone present. The chaperone must register at the Chaperone tent. - Enter the high school parking lot as directed. Unload your stuff quickly, and park your car immediately at the direction of the parking personnel. Do not leave the car unattended. - Report any injury or security issue to a Committee Member immediately. - Wear registration wristband at all times during event. - Have an item to pass or hand- off from person to person as their time comes to walk. - Make sure everyone is aware of the rules and regulations. - Turn additional monies raised into Bank. Bank hours will be posted. Information at Registra- tion tent - Bring strollers and wheel chairs as needed. - Play games in the designated activity areas only. - Bring children of all ages anyone under the age of 18 will be the responsibility of a parent or chaperone (2 chaperones per student team). - Chaperones for all student teams and any HS student even age 18 are required to be with the team throughout the entire 24 hours. (Chaperones must be at least 26 yrs old) - Attend special ceremonies as described on schedule of events. - Pick up your team s trash & Recyclables, and dispose of them in receptacles that are provided (at close of event, your area should be totally clean). - Have a GREAT time!!! BUT PLEASE. - DON T start any open fires. A grill area is available and marked. - DON T bring generators. Battery powered lights are great for safety and decorations. - DON T bring pets. Assist dogs are permitted. - DON T bring roller blades, skates, skateboards or bicycles.don T bring drugs or alcohol of any kind. The Farmington Police will be involved in any such situations - DON T use inappropriate or disrespectful language - DON T smoke or chew any type of tobacco on school grounds, in tents or in any surrounding areas - DON T leave valuables in your tent area. (lock them in your car or take them with you) -! 6 -
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