Team Captain s Guide Your Guide Contains: that. The what, why, and how of Relay For Life Team Captain responsibilities Fundraising tips Things to promote as a Team Captain Frequently asked questions Instructions on collecting and receipting pledges Items to bring on-site Relay For Life The Canadian Cancer Society Relay For Life is more than just a fundraiser. It is an opportunity to get together with family and friends and celebrate cancer survivors, remember loved ones lost to cancer as luminaries are lit around the track and rally together to fight back against this disease. Relay For Life involves teams of 10-12 people who participate in an overnight, non-competitive relay. Participants take turns walking, running or strolling around a track. Teams consist of individuals representing corporations, communities, families and friends. Each participant pays a registration fee of $10 and raises a minimum of $150 in pledges. The average raised per participant was $210 last year we challenge you to beat On Relay night participants pitch tents decorated in their theme that will serve as their team headquarters. Some Relays have awards for best decorated camp sites and best dressed teams. Cancer survivors are individually introduced during the opening ceremonies and are invited to walk the first lap of the Relay. The Survivors Victory Lap acknowledges and celebrates their courage in their struggle with the disease. Once the Survivors Victory Lap is completed, the Relay participants join in. Each team has one representative on the track at all times. It is not required that everyone on a team stays walking for the entire event, however one person from each team should remain on the track throughout the night. After dark, a Luminary Ceremony is held. Candles around the entire track are lit in honour of cancer survivors or in memory of loved ones who have lost the fight against the disease. These candles remain lit throughout the evening. Throughout the evening and into the next day, participants who are not on the track enjoy a variety of lively entertainment and activities. Dinner, a light snack during the night and breakfast are also included. Many will even be able to catch a few winks! The powerful Fight Back Ceremony that takes place in the early morning hours of the Relay asks every participant to make the pledge to fight back against cancer. The Closing Ceremony will end the Relay.
1. Team Recruitment: Team Captain Responsibilities: Your role as Team Captain is to lead a team from your company, community or family and friends in Relay For Life. Fill your team roster: There is no maximum or minimum number for your team, but the average Relay For Life Team consists of 10-12 members. Arrange a Team meeting Discuss and select a team name and theme Consider dedicating your run/walk to someone and let people know you are doing this 2. Team Registration Register your team online at www.relayforlife.ca or complete the Registration Form, with the waiver signed by all members, and return it to your local team registration volunteer during a bank night or at your local Canadian Cancer Society office along with your team registration fee ($10 per team member) 3. Information Motivation Success Stay updated about upcoming events, as well as tips and tricks, by attending Team captain Meetings Determine how the team will do its fundraising and set a goal individual fundraising, team fundraising, online fundraising. Invite cancer survivors to share in your Relay experience by joining your Relay For Life team. Nothing is more motivating than fundraising in honor of a cancer survivor or in memory of someone lost. Explain pledge envelopes. Distribute information to team members on the Survivors Victory Lap and sale of luminaries. Customize your team page by adding personal information about your team uploading a photo. Keep in touch with team members to keep them motivated and monitor the progress of team s fundraising activities. Just before the event: 1. Collect all team members completed pledge envelopes/survivor and luminary forms/receipt books. 2. Collect all donations from team members, fill out deposit slip and bring to a designated Bank Night. 3. Delegate responsibilities to team members such as (who will bring the tent and decorate it, who will help set up?) 4. Communicate to team members information they will need when they arrive at the event: * parking * registration * facilities (washroom, food, medical) * team schedule (team numbers, lap times, etc.) * rules of the event
Event Day: 1. Return any outstanding pledge envelopes and fundraising $$ to the accounting volunteer 2. Join your team in celebrating your successes and take part in our Celebrate, Remember and Fight back Ceremonies and other fun activities. 3. Have fun!! Thank you for joining in the Fight against cancer. Fundraising TIPS One of the primary team goals of Relay For Life is to raise money. Team captains should ensure that team members understand this when they are recruited to join the team. Each participant is asked to raise $150 in pledges; in addition, there s a $10 registration fee per participant. How you can raise $150 or more (see Fundraising Encyclopedia for more ideas): * Contribute $20 yourself, then ask 6 friends, coworkers or relatives to contribute $20 (or ask 30 people for $5 each). * Place a donation jar on your desk at work. * Ask your employer to match any money you raise. * Raise your money in honour of a friend or coworker who survived cancer Why Register online? It s fast, it s easy, and it s secure! * Promote the event and carry your pledge form everywhere you go: work, school, church, shopping, sports and social club, etc. * Who can you ask for donations? Everybody!! Ask your accountant, banker, pharmacist, dentist, doctor, lawyer, personal trainer, hairstylist, florist, the owner of your favourite restaurant, etc. * Be enthusiastic when asking for money. Let them know where the money goes. * If you belong to a service club, ask them to sponsor you by making a donation. Collect pledges from the comfort of your home. Reach you re family and friends living far away. Did you know that the average pledge received online was $49.36 last year compared to $22.61 offline. That is more than double the amount! Online registration also saves the Society money by reducing administration costs. This means that the money you raise can work harder to support research, people living with cancer and advocacy efforts. Lottery Permits Teams planning on organizing a raffle or draw for prizes are reminded that a Lottery Permit or License from the New Brunswick Department of Public Safety is required. Please visit your local Service New Brunswick Center to get your form or go online at www.snb.ca. Letters of support can be requested from your Canadian Cancer Society staff person by phone (506) 1-800-455-9090 or e-mail ccsnb@nb.cancer.ca.
Things to Promote as a Team Captain Cancer Survivors Victory Lap Cancer survivors are invited to walk the first lap of the Canadian Cancer Society Relay For Life to acknowledge and celebrate their courage in their struggle with the disease. The Survivors Victory Lap gives hope and inspiration to those who are still battling cancer, and to everyone who has been touched in some way by this terrible disease. Team members are encouraged to be assembled around the track to cheer on survivors as they complete the first lap around the track. If you know anyone who is a cancer survivor and would like to take part in the Survivors Victory Lap, have him/her complete the survivor s registration form. Distribute a form to each of your team members. The team captain is responsible for collecting completed forms, and submitting to the Survivor Coordinator. Luminary Ceremony Luminaries are $7each or 2 for $10. These luminaries are "IN HONOUR OF" or "IN MEMORY OF" a loved one. At dusk Luminaries will light up the entire track and will stay lit throughout the night as a quiet remembrance of loved ones. We ask everyone to be silent for this ceremony. Luminaries can be purchased at the event, however we encourage luminary forms to be returned before event day. The team captain is responsible for collecting completed forms, monies, and submitting to the Luminary Coordinator. Fight Back Ceremony (where applicable) In the early morning hours the emotionally powerful Fight Back Ceremony symbolizes the commitment we each make to the fight against cancer not just during Relay For Life but to take action year-round. Pledge Forms: * Receipts can ONLY be issued for donations. Receipts CANNOT be given for the sale of luminaries, lottery tickets and product sales. Collecting and Receipting Pledges Issue each team member a pledge envelope and receipt book (if needed) * Pledge envelopes containing receipt books and donations are to be returned to Team Captains for verification and recording. If a team member is still collecting up until the day of the event, the envelope may be turned in at the event. * Team captains will be notified of Bank Nights for submitting funds collected prior to the event. Receipt Books: * A receipt book is a legal document and we require that all books, used and unused, be returned to your local Canadian Cancer Society office by Relay day. Have the team member sign for the receipt book. All books must be accounted for; therefore, repeat the process if a member of your team receives a second book. * In the box marked Return to on the receipt book, fill in the team captain s name and the team name. * On individual receipts, please print. Please ask team members to ensure that all information is complete and legible. * Ensure that donations are tabulated on the back cover of the receipt book and balance the amount in the receipt book(s) with cash and cheques in the pledge envelope.
Frequently Asked Questions Why is the $10 registration fee necessary? * This fee covers some of the event costs and is not receiptable. Why is it important for each team member to raise $150? * Team members are asked to raise a minimum of $150 to help fund cancer research, programs and services. We want event participants to help us achieve this goal. Does the money raise stay in my community? * Every yellow T-shirt you see at Relay For Life is an example of the progress that has been made in cancer research over the past 70 years. We now know more about what causes cancer, how to prevent it, and how best to treat it. Thanks to research you helped fund, today, more than 60% of people diagnosed with cancer survive, compared to just 25% in the 1940s. In addition to research, the Canadian Cancer Society also invests in prevention initiatives, advocacy, and support programs for New Brunswickers living with cancer. In 2010, more than 1,800 cancer patients in New Brunswick were assisted on their cancer journey through our information and support programs. Some team members are concerned about walking throughout the night. Any suggestions? * Encourage team members to come out and enjoy the entire event. We would like a member from each team on the track at all times, so please use your discretion in scheduling. * It s a safe and social environment - you won t want to miss the magic of walking around the candle-lit track with other team members. You can always catch a few winks in your tent. Do we have to camp out? * No, camping out is not required but it is strongly encouraged. Each team will have a reserved area around the field. You can bring your snacks, coolers and refreshments. All or part of your team may choose to camp out or you may use the area as a meeting place. What should I bring to the event? Suggested Items: * Sunscreen * Hats * Bottled water * Paper towels * Soap (liquid or bar) to wash face & hands * Toilet paper (just in case) * Snack foods * Drinks, ice, coolers * Bug spray * Tent (shade and sleeping) * Blankets and/or sleeping bags * Sweaters/fleece in case of cool weather * Extra pair of shoes, socks and change of clothes (consider weather) * Washcloth and towels * Masking tape and scissors for tent decorations * Umbrella/rain gear * Campsite decorations * Cards, games, reading materials, etc. * Tables and chairs (tablecloth)
The Canadian Cancer Society is recognized by Canadians as the Leader in the Fight Against Cancer Our Mission The Canadian Cancer Society is a national, community-based organization of volunteers whose mission is to eradicate cancer and to enhance the quality of life of people living with cancer. We achieve our mission by: Funding excellence in research on all types of cancer Advocating for healthy public policy Promoting lifestyle and prevention strategies for reducing cancer risk Providing information about cancer Supporting people living with cancer Cancer Information and Support 1 888 939-3333 www.cancer.ca