Team Captain Tool Kit & Fundraising Guide. Bermuda Cancer and Health Centre, Charity #070

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1 Team Captain Tool Kit & Fundraising Guide Bermuda Cancer and Health Centre, Charity #070

2 About Relay For Life LEAD YOUR TEAM S FIGHT AGAINST CANCER THREE CHEERS FOR YOU Every one of us has been touched by cancer in some way. Friends, relatives, caregivers, and survivors. As a Team Captain, you re an integral part of your team s fundraising efforts to help fight cancer in our community. Thanks again for dedicating your time, effort, and heart to Relay For Life. Let s show everyone that cancer is one competitor we can defeat together. YOUR DOLLARS MAKE A DIFFERENCE: 97% of every single dollar raised makes an impact people right here in Bermuda, from providing community outreach programmes on ways to reduce your cancer risk to funding access to life saving services such as early cancer detection an radiation therapy treatment. The other 3% supports fund ground-breaking cancer research, critical patient care services, and education and prevention initiatives around the world through the American Cancer Society.

3 Team Captain Toolkit Thanks for stepping up big time, Team Captain. As a leader, it s up to you to recruit members, set fundraising goals, and organize fundraising activities. Most of all, you ll root, root, root for your team! Here s an overview of what s coming up: TEAM PLANNING Recruit a team. Personalise your team s materials to get to the heart of the matter. Make sure every team member is up to speed. It s time to get organized! Get prepared with a game plan and follow it and you ll definitely lead your team to a big win. FUNDRAISING It s good to have goals. It s great to have fun ideas to help you reach them. From giving each member a role to encouraging them to sell Luminaria bags, there s no limit to the ways you can fundraise. When your team is working together to meet your goals, you ll be unstoppable. EVENT PREPARATION Don t let any of the little details slide by in all the excitement. As the event day gets closer, make a checklist so all the errands get run, your campsite has all the essentials, and the fun never stops. The more you take care of now, the more time you ll have to enjoy the company of friends and family. Let s make the most of your Relay For Life experience. All you have to do is follow the steps on the back of this guide.

4 Prep for Success TEAM PLANNING. SET A PLAN, FOLLOW IT AND LEAD YOUR TEAM TO SUCCESS! Registered your team... follow the step by step guide at Donate to your own fundraising page to give it a jumpstart. Check your resources at Mark meetings on your calendar. Recruit team members and have them sign up. Set a fundraising goal and plan fundraisers at a team meeting ASAP. Attend captain info meetings and share updates with your team. Remind team members to raise 100 before the April 30 deadline to get the annual t-shirt! FUNDRAISING - IT S GOOD TO HAVE GOALS. IT S GREAT TO HAVE FUN IDEAS TO HELP YOU REACH THEM. Use the team fundraising worksheets in this guide to set a goal and plan how to reach it. Check out tips and ideas at Sign in to your RunSignUp Page and set your team goal. Encourage team members to sell Luminaria bags to count toward your team s fundraising goal. Three Quick Ways to Raise 100 before April 30 deadline to get the annual t-shirt! o Donate 20 yourself and ask four friends for 10 each o Ask 20 Friends to donate 5 each o Sell 10 luminaria bags for 10 each Plan how your team will fundraise before and at the event. Be aware of deadlines and important dates for your event. EVENT PREP - DON T LET ANY OF THE LITTLE DETAILS SLIDE BY IN ALL THE EXCITEMENT. Use the team fundraising worksheets to set a goal and plan how to reach it. Raise money early by hosting pre-relay fundraisers. Encourage team members to sell Luminaria bags to count toward your team s fundraising goal. Plan how your team will fundraise at the event. Be aware of deadlines and important dates for your event. Plan out your event-day site. o Decorations o Onsite Fundraising o Games and Activities o Team refreshments but don t forget to support other team by purchasing their items. Selling food? Be familiar with the guidelines and permits required Invite family and friends, especially cancer survivors, to come share the love! Make sure your team knows who s setting up, cleaning up, prepping food, and running games. Attend team captain meetings to turn in the cash you ve raised and get your annual Relay shirts. General admission is 10 at the gate

5 Tips and Dates PRO TIPS Keep up the contact! Meet with your team at least once a month and send motivating messages every week. Attend Team Captain Meetings for up to date event information s and to connect with other team captains to share ideas and get inspiration. Fundraisers are an extension of your team s personality, so get creative. Have a car wash. Host a block party. Auction off some of the skills your team possesses. Combine these activities with direct asks to friends and family, and you ll reach your goal in no time. Make a checklist of everything you ll need on event day. Think about tents and weights, extra clothes, a money box, tools, and costumes. The more prepared you are, the more you can enjoy! Thanks to the generous support of AXA XL, meeting will be held at their Bermudiana location starting at 5:30pm. February 4 February 19 March 19 April 16 April 30 May 14 May 17/18 May 31 June 12 Relay For Life Kick Off Event at City Hal 12-2pm Team Captain Meeting Team Captain Meeting and Bank Night Team Captain Meeting and Bank Night Deadline for: Onsite Requirement Forms To have raised your 100 per person so that you re t-shirts will be ready for collection with your team packs. Survivors to have registered through Volunteer Meeting, Team Pack collection (shirt & wrist bands) and Late Registration, Bank Night 6th Annual Relay For Life of Bermuda North Field, National Sports Centre Items to accomplish by Relay Day: Review your team fundraising goal and complete preparations to achieve your goal Finalise campsite and onsite fundraising plans Review event logistics/guidelines Donation Deadlines For your funds to be counted toward Top Fundraising prizes, they must be received no later than May 31. Donations will continue to be accepted throughout the year. Team Prize Giving Held at AXA XL, we invite teams to come and celebrate each other and their amazing accomplishments.

6 Team Delegation Wheel By utilizing the team delegation wheel your team will be able to delegate tasks, engage all participants and encourage leadership among the entire team. Thus prevent captain burnout and ensure fundraising success year around. A team is essentially a mini-committee: o suggested number of members o Conduct monthly meetings o Delegate duties among team participants based upon the team wheel listed below o Have a team succession plan- who will take over which role in the coming year? Post-Event Fundraising Campsite Logistics On Site Fundraising Costumes, Décor and Theme Co-Captain Walkers Schedule Pre-Event Fundraising Captain Team Fundraising Registration And Banking Online Fundraising Survivor Engagement Luminaria Team Mission Activity

7 Team Goal Setting Type of Fundraising Planning Goal Total Name Individual Goal (not Online) Individual Name Individual Online Goal Online Fundraising Activity Goal Team Activity Goal Onsite TOTAL FUNDRAISING GOAL

8 Team Fundraiser Event Task Sheet Fundraiser Title: Date: Time: Location: Fundraiser Goal: Expected Attendance: Logistics Task Each item may need its own detailed list Person Responsible Deadline Task Completion Actual Select a date and time. Review school/community calendars Reserve space (and rain location if necessary) Review rules/limitations of space Create a list of needed equipment and supplies Publicity Design ad/flyer/poster/memo Make copies (determine # needed) Set date and assign volunteers to distribute Event Management Generate list of needed volunteers Recruit volunteers Create detailed volunteer schedule - task, person responsible, time, location ** Include setup and cleanup duties** Integration of Bermuda Cancer and Health Centre s mission and/or cancer education Establish focus & implementation strategy Make list of supplies & obtain necessary materials from the Bermuda Cancer and Health Centre

9 Event Donation Tracking Sheet Instructions for the team captain: Please use this form for your team fundraisers to allocate donations to credit properly. Proper donation allocation affects t-shirt distribution to your team members. Relay For Life Event Name: Team Name: Team Captain Name: Amount Raised: Donations being submitted to Bermuda Cancer and Health Centre by: cash/cheque online transfer HSBC SA# OR (US) online transfer BNTB SA# OR Type of Fundraiser: Date of Fundraiser: Credit Fundraiser by (please check one to apply): Split equally to each team member Participants listed below ONLY Team Money Record ONLY (US) First Name Last Name Amount to Credit Comments Please send this form along with payment to: Bermuda Cancer and Health Centre Attn: Relay for Life 46 Point Finger Road, Paget DV 04 or FOR ACCOUNTING USE ONLY Date received: Amount entered in QuickBooks: Entered by (initials): For more information (official event logos, sample text) please visit and check out our Team Captain Toolkit

10 Team Track Schedule This form will help you schedule how your team members will continuously walk the track for the duration of the 24hr Relay For Life event. (Half-hour or one-hour slots are recommended.) Time (Insert: 00 or: 30 time slots to match event schedule.) Team Member Name Notes: Mark off times for ceremonies, scheduled activities, meals, etc. *Remember at least one member of your team must be on the track at all times!

11 Team Notes

12 BermudaRelay.com Bermuda Cancer and Health Centre, Charity #070