TEAM CAPTAIN TOOLKIT

Transcription

1 TEAM CAPTAIN TOOLKIT 17th annual Komen Austin Race for the Cure Sunday, November 15, 2015

2 TABLE OF CONTENTS Letter from Teams Committee Chair...1 About Komen Austin Registration, Event and Deadlines Details What is a Team? Creating a Team Building Your Team Accessing Your Team Center Registration Online Fundraising and the Participant Center Supplies and Packet Pick-Up Team Contests FAQS for Team Captains FAQs for Team Members Forms and Templates Donation Form Team Captain Checklist Why form a Team? Team Captain Responsibilities Paper Entry Registration Instructions

3 STACY MEFFORD Teams Committee Chair Komen Austin Race for the Cure LETTER FROM TEAM DEAR TEAM CAPTAIN, COMMITTEE CHAIR Thank you for forming a team for the 2015 Susan G. Komen Race for the Cure Austin. My name is Stacy Mefford and my husband, Gary and I have been serving on the Teams Committee since We became involved with Komen Austin after my battle with breast cancer because we are passionate about the organization s mission - to save lives and end breast cancer forever. This year you will see the words Saving lives locally. Fighting breast cancer globally. on most Race materials. This message reminds us why all of us come together year after year to Race for the Cure in support of Komen Austin. Many think of Susan G. Komen as strictly breast cancer research, but it is so much more. Every Komen Affiliate operates as a local nonprofit. Of the funds raised annually, Komen Austin invests up to 75 percent into local community health care grants and educational initiatives; the remaining 25 percent is invested into global research studies to find the cures for breast cancer. The Race for the Cure is Komen Austin s largest annual fundraiser. You, our dedicated and passionate team captains, lead the way to make the Race a success year after year. Thanks to your commitment and unwavering support, Komen Austin has been able to invest nearly $11 million into health care grants and education in our community, and almost $5 million into global research studies. Together we have made a huge impact in the fight against breast cancer but we can t stop until we end this disease! This letter is intended to inspire you and to remind you that your support of the Race is critical. It is also intended to let you know that Gary, I and the entire Teams Committee are here for you. Whether you need assistance recruiting team members, registering online or planning fundraising efforts, don t hesitate to reach out for assistance. We have a committee full of seasoned Team Captains and new members with fresh ideas. Together we will save lives locally and fight breast cancer globally. Let s make the 2015 Race Austin s biggest yet! 3

4 ABOUT KOMEN AUSTIN Our Mission To save lives and end breast cancer forever. About Komen Austin Susan G. Komen Austin is an Austin-based nonprofit committed to saving lives locally and fighting breast cancer globally. Komen Austin is the only local breast cancer organization attacking the disease on all fronts education, screening, treatment, follow-up care, survivorship support, advocacy and research. The organization serves the women and men in the city s five-county area battling breast cancer by removing barriers to care for the uninsured and underinsured. Of the funds raised annually, Komen Austin invests up to 75 percent into local community health care grants and educational initiatives; the remaining 25 percent is invested into global research studies to find the cures for breast cancer. Since 1999 Komen Austin has invested nearly $11 million into breast health services and educational efforts in Bastrop, Caldwell, Hays, Travis and Williamson counties. Additionally, close to $5 million has been raised to fund global research studies to find the cures for breast cancer. Komen Austin encourages the local community to help save lives and end breast cancer forever by participating in year-round fundraising efforts and our signature events the Susan G. Komen Austin Race for the Cure and the annual Pink! Party Saving lives locally. Fighting breast cancer globally. Encourage your team to visit youtube.com/komenaustin to watch this video. In just a few minutes, your team will have a better understanding of Komen Austin s efforts to save lives locally and fight breast cancer globally. QUICK FACTS 4 This year alone, Komen Austin will invest over $614,000 into eight community health care grants. This funding will provide more than 2,000 breast health services to uninsured and underinsured women and men in the city's five county area. Komen Austin serves the 1.9 million residents of the Greater Austin Area. Komen Austin funded services are available across 4,284 square miles of Bastrop, Caldwell, Hays, Travis and Williamson counties. Since 1999 Komen Austin has invested nearly $11 million into breast health services and education locally. Additionally, close to $5 million has been raised to fund global research studies to find the cures for breast cancer. 2

5 GETTING STARTED WHAT IS A TEAM? A team is 2 or more participants who register under a common team name. Any company, family, group of friends, club, community organization, school, or faith group can form a team. WHY FORM A TEAM Participating in the Komen Austin Race for the Cure with a team multiplies the fun, the laughter, and maybe even the tears that you share on Race day. Rally around someone you know who was just diagnosed, someone who has fought the battle, or someone who may have lost the battle. Together, with your friends, family, and co-workers, you make an even greater impact than you could alone. Teammates inspire and motivate each other before and during the Race. A team can allow you to provide moral support for a friend who is a cancer survivor. Teams have their own special contests. No extra cost to form a team, and it's simple to set up. By bringing friends and family into your team, you raise more to save lives locally and fight breast cancer globally. CREATING A TEAM FORM YOUR TEAM! 1. Go to komenaustin.org/race 2. Click on the regiser button at the top right 3. Click the applicable button titled Reform a Team or Start a Team. 4. If you have particpated in the past, login or choose my login information. Try to avoid creating multiple accounts. 5. Enter your team name, fundraising goal and division (i.e corp., friends + fam etc). Teams compete so choose the best team type to describe your group. 5 A few team name tips: We recommend NOT starting your team name with the words Team, A, or The. DO NOT use a comma or quotation marks in the title. DO NOT use all lower case letters. Team names are case sensitive.

6 6. You will need to register yourself. Select your participation type, make an additional donation if you choose, and decide your individual fundraising goal. DO NOT select T-shirt mailing if you plan on picking up your Team s shirts and packets. Then click Next Step. 7. Follow the prompts to enter your personal information and preferences, to accept the waiver, etc. 8. Please review your registration summary, and make any corrections by clicking edit. If you have additional team members you would like to register with the same credit card, you may do so now by filling in their first and last names and clicking Register Another Person. If not, please click Next Step. Please note that team captains signing up their team (or several team members) with one address will encounter problems if they are not all entered in the same transaction. 9. You will be asked for billing and payment information. When finished, click Next Step. 10. Please review your payment information and click Process. To make corrections, click Previous Step. 11. Congratulations! You have created a team and registered yourself as team captain. Team captains can modify both their personal fundraising page and their team page from their Race Participant Center. PAPER ENTRY REGISTRATION Please note that registration using paper forms costs $10 extra per participant. Distribute and collect paper entry forms to prospective team members. Set a deadline for team members to return forms to you a few days ahead of your deadline for submission. This will ensure plenty of time to coordinate the paperwork. Verify that the proper forms are completed, signed and are accompanied by accurate fees. Collect and turn in materials on time and all together. Return registration forms in-person to: 5508 Parkcrest Drive, Suite 203 Austin, TX Or mail the forms to: PO Box 2164 Austin, TX WHERE DOES MY REGISTRATION FEE GO? Your registration fee covers the operating cost of putting on the Race and is not credited to fundraising dollars. 6 HOW CAN I MAKE AN IMPACT? Every donation (excluding registration fees) counts in our goal of a world without breast cancer! With your help, we are providing the necessary breast cancer services needed for men and women in the community. We are challenging everyone (personal or team) to raise $250 to help us surpass our fundraising goal of $1 million. TEAM CAPTAIN RESPONSIBILITIES 1. You MUST register your team and yourself ONLINE at Find helpful step-by-step instructions starting on page 8 of this packet. 2. Recruit people to join your team; team members must be registered by the team deadline to be included in the Team Captain T-shirt pickup. If team members register after the deadline they will need to pick up their T-shirt individually. 3. Encourage online registration so your entire team can fundraise together. You can find instructions and tips for fundraising on page 9 of this packet. 4. Communicate Race information to your team keep them motivated! 5. Pick up and distribute team packets (shirts, bibs, etc.). See page 10 for times and locations. 6. Meet up at the Teams Tent on Race morning and enjoy the celebration!

7 INSTRUCTIONS BUILDING YOUR TEAM GO ONLINE Encourage your team members to register ONLINE. It s fast, easy, and saves time and money for you, your team members, and us. TEAM CAPTAIN TOOLS Once you register your team, you will receive an that provides a link to your team home page and participant center. Here you can invite others to join by , view your team roster, team members with messages, update your team info, and download team reports. You can access your Team Center at Step-by-step instructions start on page 8. COMMIT TO TEAM FUNDRAISING Times are tough. So is breast cancer. So, fundraising is key. With the online fundraising link on the Race website, it s fun and easy. See page 9 for more information. SET A GOAL & COMMUNICATE Setting a team size and fundraising goal is important in getting your team started. Having a goal gives your team committee and members a specific number to strive for. Send regular s to keep the team inspired and informed. BRAINSTORM for innovative, fun ways to recruit and fundraise. PERSONALIZE - Ask a survivor or co-survivor to share his/her story in an , newsletter or on the Race website. Share inspiring stories with the entire team. Put a face on breast cancer and make the Race personal. It will add to everyone s commitment to participate and fundraise! ADVERTISE/PUBLICIZE Use newsletters, payroll stuffers, flyers, s, etc. to recruit. Create and print your own posters (can be found on Just write in your team name and post it in the break room, on a bulletin board, or other communal space. Then be sure to share it at your cleaners, coffee shop, HOA bulletin board, health club, etc. COMPETE Start a friendly competition among departments, buildings, schools, etc. with a prize in mind. For OFFER AN INCENTIVE for becoming a team member. Some incentives are an extra vacation day to any employee who registers, a team T-shirt, a pink ribbon pin or other giveaways. Another successful corporate team allows all members to wear their Race T-shirts to work on the Friday before the Race as a special dress-down day. DEADLINES Don t miss out by missing deadlines! Send out friendly reminders as team registration deadlines approach. Continue to encourage individual registrations after the team deadline. Your friends can still join up and run or walk with your team on Race day (late individual entries will not count in team totals for awards consideration, but they can certainly join in on the fun). 7

8 ACCESSING YOUR TEAM CENTER 1. Go to 2. Click on Komen Race for the Cure (top header menu), and then Participant Center. You will be taken to the log in page. Enter your username and password and click log in. 3. You will be taken to your participant home page. Here you can get an overview of your progress, get fundraising tips and activities, import contacts from your personal address book, get a team member report, view your team roster, and connect with Facebook for fundraising purposes. Team captains can access and customize both their personal fundraising pages and their team page from this Participant Center. addresses imported or entered in your Participation Center are not available to Komen Austin and will not be added to any mailing lists. 4. Click on the tab to send s. There are several suggested messages, but feel free to personalize the message and be sure to sign your name at the end. 5. Click on the Progress tab to get a detailed view of your personal and team fundraising. Click on the Personal Page tab to personalize your fundraising page. Click on the Team Page tab to personalize your team fundraising page. 6. If you would like to see your team page and your personal page, click on the links at the top of the page. 8

9 REGISTRATION 1. Go to 2. Click on Komen Race for the Cure (top header menu), and then Register. 3. Click the pink button titled, Join an Existing Team. 4. Enter the name of the team you would like to join. Then click Search for a Team. 5. Select the team you wish to join from the search results. 6. Now you need to register yourself. Select your participation type, make an additional donation if you choose, and decide your individual fundraising goal. If you live far from the team captains, you may want to choose the T-shirt mailing option for an additional $8.50. You will receive your T-shirt at least one week prior to the Race. Then click Next Step. Follow steps 6-11 from the section above, Creating a Team. 7. Congratulations! You have joined a team and registered yourself as a Race participant. Team members can modify their personal fundraising page from their Participant Center. ONLINE FUNDRAISING AND THE PARTICIPANT CENTER 1. Go to 2. Click on Komen Race for the Cure (top header menu), and then Participant Center. You will be taken to the log in page. Enter your username and password and click log in. 3. You will be taken to your participant home page. Here you can get an overview of your progress, get fundraising tips and activities, import contacts from your personal address book and connect with Facebook and Twitter for fundraising purposes. addresses imported or entered in your Participant Center are not available to Komen Austin and will not be added to the mailing lists. 4. Click on the tab to send s. There are several suggested messages, but feel free to personalize these s and be sure to sign your name at the bottom. 5. Click on the Progress tab to get a detailed view of your personal fundraising. 6. If you would like to see your team page and your personal page (to see what the public sees), click on the links at the top of the page. All team members are listed on the team page, along with their fundraising totals. For information on how to fundraise and for ideas on how to be creative when asking for donations, visit our website and read the Fundraising Toolkit, located underneath the Komen Race for the Cure tab. All donations to the Race or a Race participant/team must be received by December 15,

10 SUPPLIES AND PACKET PICK-UP KOMEN KOACH Teams who raised $5,000 or more in last year s Race will automatically qualify for a Komen Koach. When your team (of two or more) raises $2,000 or more, the Komen Austin Teams Committee will provide a Komen Koach (Personal Race Rep). Services from qualification date to Race Day include: Registration assistance for team members Single point of contact for team captain By appointment packet pickup for team members Personal assistance with acquiring marketing and promotional supplies to help your team fundraise TEAM PERKS TOP TEAMS (based on membership and fundraising) can qualify for a special Top Team Packet Pickup with the following perks: Scheduled personal appointment no need to wait in line! One person picks up packets for entire team Individual shirts and bibs for entire team will be bagged and ready for pick-up All shirt sizes available Avoid the last minute Race Day crowds Criteria to qualify 20 or more team members OR $700 or more in fundraising (does not include registration fee) Deadline to qualify Sat. Oct. 24th at 5 p.m. If you meet the above criteria, you will be sent an invitation to select an appointment time and location to pick up your entire team s packets. 10 PACKET PICKUP PLEASE NOTE: "PACKET PICKUP" REFERS TO SHIRTS AND BIBS ONLY. Teams packet pickup by appointment ONLY - will be held on Sat. October 31st at David Weekly Homes, 9000 Waterford Centre Blvd., Austin. Check the Team Captain Tools on the KomenAustin website. Teams who do not pick up their packets at Teams Early Packet Pickup By Appointment can pick up their packets at any of the following: 1 ) South Austin Medical Center: Nov 5th - 7th from 10a.m. - 6p.m. 2 ) North Austin Medical Center: Nov 12th - 14th from 10a.m. - 6p.m. 3 ) Registration Tent on Race Day Team Captains who wish to pick up during the general packet pickup will not have appointments and may have to wait for all packets to be put together. Please bring your own bag or box. Packets include a T-shirt, safety pins and Race bib. T-shirt sizes are available on a first-come, first-served basis and size preference is not guaranteed nor reserved. Pick up your packet early to get your size!

11 TEAM CONTESTS Last year, wonderful teams raised 86 percent of the funds raised by the Race to help end breast cancer. That s a huge impact! We believe this was directly attributed to the team captains leadership and the support of team members to help meet and exceed their fundraising goals. This year, our goal is for Komen Race teams to make an even greater impact. To get there, we are counting on your leadership. SCHOOLS FOR THE CURE (School Teams) CONGRATULATIONS! College/Univ - Texas Fiji High School - Cedar Park High School Cheerleaders Elem/Middle - GHE ThinkPink Our thanks and gratitude to all our school teams! The heart of this program is education, awareness and a fun way for students, faculty and families to support each other in finding the cures. Many of the participating schools will be hosting fundraisers throughout the Fall. Some of the more successful and enjoyable fundraisers center around sporting events that include the cheerleaders, dance team, and band. During registration, please designate your team as an Elementary/Middle School, High School, or University/College. Top fundraising teams in each category will be recognized on our website. To learn more about how to get your school involved, please download the Schools for the Cure handbook at and contact us at info@komenaustin.org with any questions. BEST TEAM T-SHIRT CONTEST Bring one of your team T-Shirts to the Teams Tent by 8:30 a.m. Race morning. It will be displayed along with the other team T-shirts and judged by a special panel. The teams with the winning shirts will be selected on Race Day and will also be displayed on the Komen Austin website team page & social media pages as well as on Rallyhood. The Teams Committee will not display any T-shirt whose design or fun creating your shirt, but keep it in good taste! Komen National guidelines for design: No pink shirts, as pink shirts are reserved for Survivors. Using pink as part of your design is allowed. The Komen logo ("running ribbon") or ANY part of the logo CANNOT be used. You can use a pink ribbon as long as it is not the Susan G. Komen for the Cure logo (AKA running ribbon"). The words "Race for the Cure" or "Susan G. Komen" CANNOT be used in the design. Team Village Contest: Win a tent for your team in Team Village on Race Day. Details - to be announced TEAMS CONTEST WINNERS Top School and Top Overall Fundraiser Texas Fiji, $37,300 Top Corporate Fundraiser Grant Me Serenity, $14, Largest Overall Team Texas ZTA, 276 members Best Team T-Shirt Contests Inspirational Mel s Herd Funniest Kelli s Breasties Colorful Cure Chasers

12 FAQS FOR TEAM CAPTAINS Contact us by phone at or by at How do I get my team related questions answered? Call us at or us at info@komenaustin.org What is the minimum team size? Two or more. Do all team members have to register? Yes, each team member must register themselves and indicate which team they are on. If I register online does everyone on my team have to register the same way? No, but online registration saves you time and money. If members of your team register by paper form, the captain is responsible for collecting forms, ensuring the correct registration fee is attached (the fee is higher for paper registration), confirming the form is signed and turning them in at the same time. Online registration also allows each team member to establish a personalized online fundraising page, set a goal and start fundraising early to help end breast cancer forever! I registered but my team isn t showing up on the website. What happened? Please give the system up to 24 hours for any transaction. If after that time it is still missing please contact us at info@komenaustin.org with your team name and confirmation number. If you didn t get an immediate response at the end of your registration saying Thank you for registering with a transaction summary, then your registration did not go through. How can team members register after the team registration deadline? Team members may sign up for the team except on Race day. If they sign up after team registration deadline, they will not be included in the team packet pick-up (i.e. they will have to pick up their own packet). If someone registers individually but changes their mind, can they join my team? Yes. Have them contact info@komenaustin.org with their name and the team name. What happens if a team member forgets to sign the paper registration form? Forms CANNOT be processed without a signature and/or entry fees, and will be set aside. The team captain will be notified at packet pickup to arrange the completion of the form, and that team member will have to pick up his/her own packet individually. What is a Team Page? The Team Page is where you have the ability to tell your story and empower friends and family to rally behind your passion. Although the default Team page contains sample text and photos, you can customize this page. How can I view my team roster? When you register your team name, you will receive an with a link to the Team (Participant) Center. Here you can view your team roster and download an Excel listing of team statistics. 12

13 What is in a packet and where do I get a packet? A packet contains a T-shirt for each participant registered (survivors will receive a hat and a pink T-shirt in addition to a standard Race T-shirt), bibs and timing chips for competitive runners. Check the website for Packet Pick-up details. Please communicate to your team members that you will be picking up the packets and how/ when you will distribute to the rest of the team. Team members who choose to have their packet mailed to them ($8.50 fee) will not be included in that pick up. Survivors also get a goodie bag (please note these bags are NOT mailed, but will need to be picked up at Packet Pickup). Can I designate a team member to pick up the team packets? Yes, however they must pick up packets for the entire team. If someone made a donation but didn t indicate it was to be credited to a specific team, or individual on a team, can the donation be moved to the team or individual? moved. Contact Yes, unless the donation was made at thefor time of registration. The donor needs to request the donation be assistance. info@komenaustin.org Our company wants to pay the registration fee/part of the fee for employees. How do we set that up? Contact info@komenaustin.org before you register anyone on your team and we will get the discount set up in the system. Please note there is a form you need to fill out and questions that need to be answered so contact is best. Does it matter who gets which Race bib? Yes. Every participant (including children) needs their assigned bib with Race number. Each bib is specific to the registered participant. Bibs show that you have registered and are permitted to participate in the Race. Survivors get pink bibs. Timed runners get blue bibs which have a timing chip attached and are specific to that runner. Do all team members have to participate in the same event style? No. Each participant can choose to walk or run. Timed and untimed racers can be on the same team. Changing their minds is okay as long as they know: Members who HAVE chosen to be timed cannot participate in the Family 1-mile. What time should I tell my team to arrive at the Race? Where should my team meet on Race morning? Due to the rolling start, you have the flexibility to choose the time that works best for your team members. Remember the start times and that you must be on the course by 9 a.m. Allow time for parking and for everyone to find the Teams Tent. The Teams Tent is a great place to assemble your team on Race Day! 13

14 FAQS FOR TEAM MEMBERS Can I register for more than one team? No, the system does not allow for multiple team registrations by an individual participant. However, you can donate to as Can you guarantee my T-shirt size? as many team members as possible by the deadline so that you may qualify for team packet pick up. What are the registration fees for team members? Team member registration is the same as individual registration fees. See page 4. Team members who live far away may have their packet shipped directly to them for an $8.50 fee. Is there an entry fee for children? Yes. Every child needs to be registered and pay an entry fee. For children under the age of 12 who do not want to be timed, the registration fee is $35. The registration fee for children under the age of 12 who want to be timed is $40. If the child is registered by mailing a form or registered in person, the fees are $5 more ($40 for untimed and $45 for timed). If you are on the Race course, a registration fee must have been paid. Do I have to collect donations? We rely on donations to provide local life saving programs. Contributions are tax deductible. You and your team can also win prizes while helping raise funds for a cure. However, your entry fee is all that is required. How will competitive runners get their timing chips? Timing chips will be attached to the bibs of the competitive runners. Can I bring my dog? Skateboard? Bicycle? Stroller? No. No. No. Yes. For the safety of all participants, pets of any kind, skateboards, skates and bicycles are not allowed on the Race course. Strollers, wheelchairs and service animals are always welcome! We ask that people with strollers stay to the back of the crowd to avoid interfering with timed runners. Is this a certified 5K? Yes. Is the registration fee tax deductible? No. The Race registration fee is not tax deductible because you are getting a service (the 5K) and products (T-shirt and other giveaways) in return for being a participant. Are donations tax deductible? Yes. Starting in tax year 2007, the IRS required proof of donations, regardless of the amount. All online donations will automatically receive receipts, so we highly recommend that you use this avenue for fundraising. Individual pledges/donations of over $250, submitted by mail or in person, will be given a receipt. For pledges/donations under $250, a cancelled check serves as a receipt. If the donor wants to deduct the donation, please encourage online or check donations (in lieu of cash). How do I submit donations? You can submit donations by credit card online. All check and cash donations must be submitted with a donation form. Donations can be mailed (PO Box 2164, Austin, TX, 78768), hand-delivered (5508 Parkcrest Drive Suite 203, Austin, TX 78731) or submitted at Packet Pick Up or on Race day. 14

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16 TEAM CAPTAIN CHECKLIST 1. REGISTER as a team captain and set your fundraising and recruiting goals. 2. UTILIZE YOUR RACE PARTICIPANT CENTER. Personalize your team page, as well as your Personal Page, available in your Race Participant Center. 3. DONATE. Get a head start on reaching your fundraising goal by making a personal donation. This can be done at the time of registration. 4. RECRUIT TEAM MEMBERS. Display Race posters around the office, campus, cafeterias, break rooms, gyms, and other high traffic areas. Put your name, phone number, and/or address on the posters so people can contact you to get involved. 5. FUNDRAISE. Encourage your team members to set their own fundraising goals. You can send out fundraising tips, and create incentives such as highlighting the teams top fundraising member. 6. TRACK YOUR PROGRESS. Post a progress chart with your fundraising and recruitment goals in a visible area and update totals regularly. This chart is available for download via your Participant Center after you register. 7. STAY IN TOUCH. Remind team members to utilize their Participant Center to update their Personal Page, send s and keep track of the donations they raise. 8. Enjoy the Susan G. Komen Race for the Cure Austin on Sunday, November 15, 2015! 16