Collegiate Relay For Life Executive Board Descriptions

Collegiate Relay For Life Executive Board Descriptions Executive Director Oversees the entire Relay For Life and Colleges Against Cancer program by supporting all Executive Board Members and creating a vision for the campus. Ensure everyone agrees with the vision for the Relay and the mission of the American Cancer Society. Assistant Director Assists in the oversight of the entire Relay For Life and Colleges Against Cancer program by supporting the Executive Director and all Executive Board Members. Assist Executive Director in ensuring the vision and mission for the American Cancer Society is kept. Marketing Family Marketing Director The Marketing Director oversees all Executive Board Members within the Marketing Family and their committees. This position supports the entire Marketing Family and assists each area to improve the overall success and goals year- round. Works with the Executive Director and Assistant Director, other family Directors, and the ACS Staff Partner to create an overall vision for Relay For Life on campus. Marketing Executive Board Member o Report to and work with Marketing Director to ensure all marketing goals are achieved year- round. Creates year- round strategies and tactics to ensure goals are met. o Promote and advertise meetings, events, fundraisers, Relay For Life, and any other Colleges Against Cancer events o Work with Social Media Executive Board Member or Online Executive Board Member to use Facebook, Twitter, and Blogs and use the as marketing tools for Relay For Life o Work with Marketing Committee Head and Committee to organize marketing efforts on and around campus. Examples: Percentage Nights at local businesses Handing out flyers on and off campus o Work with Graphics Executive Board Member to create flyers o Monitor the local media such as the school newspaper or the local news and look for Relay related articles and to observe campus attitudes o Ensure all events are posted on the online calendar with correct information o Work with Special Events Chair to organize and promote different events such as: Cancer Education Events Benefit Concert Date Auction

o Work with ACS Staff Partner to create a media kit for reporters o Able to write articles for the school newspaper and be prepared to be interviewd by reporters about Relay events. You are ultimately responsible for make the Relay name known publicly o Think outside the box! How can you get students and the campus community even more excited about Relay? How can you help distinguish us from other organizations? Online Executive Board Member o Work with the entire Marketing Family to ensure all information is posted online, is correct and is updated often o Manage the Relay website and update frequently with correct information o Send emails to participants and other specified groups as requested by Executive Board Members o Manage the Relay email account and pass along emails to the correct Executive Board Member o Work with the Graphics Executive Board Member to keep online graphics uniform and updated through different online outlets o Work with the Social Media Executive Board Member to ensure all information being released is uniform through all online mediums o Work with the Media Production Executive Board member to post any new media on the Relay website o Report to the Marketing Director to ensure all online needs and requests are being met throughout the year Social Media Executive Board Member o Work with Marketing Executive Board Member to use Facebook, Twitter, and Blogs and use them as marketing tools for Relay For Life o Report to Marketing Director to ensure all information is being effectively marketed to the correct audience through social media o Use social media outlets to communicate information about Colleges Against Cancer and Relay For Life daily Graphics Executive Board Member o Work with Marketing Director to ensure all graphics needs are being met o Create all graphics and media used by Relay For Life o Coordinate with Marketing Executive Board Member on all electronic forms of promotion o Be able to respond quickly to graphics requests and be willing to make adjustments in a timely manner o Work with Online Executive Board member to ensure web graphics are up- to- date Media Production Executive Board Member o Work with Marketing Director to ensure all graphics needs are being met o Work with committee to create videos, slideshows, and event program for the night of Relay o Work with other Marketing Family Executive Board Members to create all videos for Relay For Life

Fundraising Executive Board Member o Work with Marketing Director to ensure all fundraising goals are met throughout the year o Brand fundraising as: It s not about the money, but what the money can do o Work with your ACS staff and utilize ACS resources to identify what the money can do Ex: Find out if there is an ACS funded researcher on your campus! o Work with the Development Family and educate Team Captains about possible fundraisers they can do, and how to set them up o Teams submit fundraisers to Fundraising Executive Board Member, so they can be compiled and publicized on a weekly or monthly basis. Help teams publicize fundraisers though multiple facets: website, blast emails, Facebook, etc o Provide Team Captains with resources to publicize their own event o Pass on info to Public Relations Executive Board Member to promote events o Strategize to create a fundraising timeline and determine incentives to stay on track o Identify key behaviors to incentivize (i.e. money raised online in a certain time frame, emails sent, etc.) Coordinate both pre- event incentives and night- of incentives to encourage these behaviors o Coordinate Fundraising challenges o Recognize participants for fundraising efforts throughout the entire year o Recognize and many different forms- public, email, meeting announcements, throughout the Relay itself (especially opening/closing ceremonies) o Recognize through Team Captain posters or banners (Day of thank you banners- especially for top teams) Spirit Executive Board Member o Be the heart and soul of Relay o Host RFL events, including the night of Relay o Plan and organize Relay Kickoff in the Fall Also negotiate any type of promotion or benefit for Relay with location owner (e.g. Percentage Night) Secure entertainment for that night (typically a band to come on after the event) Find motivational speaker Incorporate theme into event o Organize the Letter Writing Campaign Write/edit letter Oversee the process of sending out letters Make the event fun and exciting; work with Marketing to ensure everyone participates o Create Spirit awards for the night of Relay Make sure Team Captains are aware of and excited about the awards months before Relay o Create excitement and awareness of Relay on campus (eg: Spirit Runs, Purpling out campus) o Work with the Spirit Committee Head & Committee to ensure every Relay For Life event is fun and exciting o Report to the Marketing Director to ensure all events are spirited o Basically, you are the entertainment at Exec Meetings, Team Captain Meetings, Letter Stuffing motivate people and keep them excited!!

Corporate Sponsorship Executive Board Member o Solicit donations, both monetary and in- kind, from both local businesses/organizations and national/international businesses o Work with ACS Staff Partner to develop sponsorships in the campus community o Obtain logos from sponsors for event t- shirt and event program o Ensure sponsors receive appropriate publicty and recognition o Serve as host for business representatives and sponsors at Relay o Solicit donations to be used as incentives for various events throughout the year o Report to the Marketing Director to ensure all corporate sponsorship goals are being met throughout the year Special Events Executive Board Member o Organize large events that both promote and raise money for Relay o Plan social events for Executive Board Members to get to know one another o Work with the Colleges Against Cancer Chair to organize monthly cancer education events and fundraisers on campus o Work with Fundraising Executive Board Member to plan fundraising events not affiliated with teams o Work with Fundraising Executive Board Member to speak at Team Captain's meetings about ways for teams to fundraise o Put team captains in touch your contacts, so they can host percentage nights o Assist and encourage the teams in fundraising as much and in as many creative ways as possible. Get their creative juices flowing and motivate them to hold fundraising events Pubic Relations Executive Board Member o Report to the the Marketing Director to ensure all PR goals and requests are being met o Work with the Marketing Family to ensure all released info is correct and communicate any info that needs to be posted online in any way o Work with Graphics Executive Board Member to receive any graphics for media releases o Work with the Public Relations Committee Head & Committee to successfully recruit a street team and ensure that the street team is being used when and where necessary for posting flyers, tabling, etc o Work with local media outlets such as TV and radio stations, the school newspaper and the weekly student emails to ensure Relay gets as much exposure as possible Campus Relations Executive Board Member o Make all reservations for Relay events, meetings and promotions that take place on- campus o Manage all fundraising requests for events that Relay hosts on- campus and assist teams and other student organizations with this process o Manage the budget for all of these activities and reservations and report to ACS Staff Partner and Marketing Director o Prepare and manage sign- ups for all activites and promotions through GoogleDocs o Serve as the contact and liaison between the University and Relay o Work with all members of the Executive Board and Team Captains to ensure that all registrations and fundraisers can take place

Production Family Production Director The Production Director oversees all Executive Board Members within the Marketing Family and their committees. This position supports the entire Production Family and assists in planning to improve the overall success of each area and the quality of the Relay For Life event. The Production Director works with the Executive Director and Assistant Director, other family Directors, and the ACS Staff Partner to create an overall vision for Relay For Life on campus. Entertainment Executive Board Member o Secure bands and other entertainers for Relay For Life o Submit entertainment list to the Graphics Executive Board Member for event program o Work with the Ceremonies Executive Board Member to plan all ceremonies at Relay For Life and plan out the schedule for Relay o Work with the Spirit Executive Board Member to encourage participants to stay at the event all night o Work with the Special Events Executive Board Member to book bands and entertainers for other Relay For Life & CAC events o Report to the Production Director to ensure all entertainment needs are met for Relay For Life Activities Executive Board Member o Work with the Entertainment and Ceremonies Executive Board Members to coordinate all activities at Relay For Life and plan schedule for Relay o Create and implement different actvities to keep participants involved and energized throughout the night at Relay For Life o Work with the Special Events Executive Board Member to implement activities at other Relay For Life & CAC events o Report to the Production Director to ensure all activities needs are met for Relay For Life Ceremonies Executive Board Member o Work with the entire Production Family to plan all ceremonies at Relay For Life and plan schedule for Relay (Celebrate, Remember, & Fight Back Ceremonies) o Use creativity and out of the box ideas in planning the ceremonies o Ensure every ceremony meets national guidelines o Report to the Production Director to ensure all ceremony needs are met Decorations Executive Board Member o Work with the entire Production Family to coordinate decorations with themes, activities, or entertainment at Relay For Life o Work with the Decorations Committee Head and Committee to set up all decorations at Relay for Life. Secure assistance from other members in the production family o Work with the Special Events Executive Board Member and other Executive Board members to assist in decorations of other events and meetings

Registration Executive Board Member o Assist individuals team or individual participants - with the registration process o Maintain a spreadsheet (Excel or Google Document) with team name, type of team, team captain name and contact info (email and phone number) o Update the Executive Board at weekly meetings regarding the number of registered teams and/or team changes (new team names, new team captains, merged teams etc.) Also email document to Executive Board weekly with registration updates o Take attendance at all team captain meetings and keep a record of the attendance on the registration spreadsheet o Pull reports from the Convio website and provide any information needed by other Executive Board Members o Be able to create various Excel Spreadsheets to calculate team attendance at major events o Work with the Graphics Executive Board Member to insert map of campsites with team names into the event program for Relay For Life Logistics Executive Board Member o Secure all physical materials necessary for Relay event such as dumpsters, tables, tents, stage, etc Work with the Vendor Relations Executive Board Member to contact vendors to reserve all materials For Relay Make follow up phone calls within a month of Relay to ensure details are secured with individual companies and donors Coordinate all deliveries of equipment and supplies to the track so that they do not interfere. Have a contact for all deliveries to the event so they do not show up at the same time o Secure staffing at event entrance, information tent, and luminaria tent, and any other area that needs to be staffed o Work with campus facilities and ACS staff partner to prepare rain or emergency plan o Ensure proper security is booked for the event: security guards, police, etc. o Oversee campsites Coordinate registration procedures with the Registration Executive Board Member Map- out and mark campsites for teams prior to the Relay For Life event Coordinate with the entire Production Family on other set- ups at the event location Implement and enforce the rules of the event. Ensure team captains are made aware of the logistical or field rules prior to the event Coordinate and supervise morning clean up of the Relay event Train and prepare the Logistics Committee to handle day of Relay procedures for set- up as well as night time security runs Ensure the event is meeting all school requirements and ACS Relay For Life National Event Standards Report to the Production Director to ensure all logistics requirements are being met Food & Beverage Executive Board Member o Work with all Executive Board Members to ensure food requests are met throughout the year

o Report to the Production Director to ensure all food requests are being met for the Relay For Life event o Solocit food donations for Relay For Life o Work with the Special Events Executive Board Member to provide food for any other Relay For Life & CAC events o Work with other Executive Board Members to determine requests for food for different groups and estimate number of plates to be served for the Relay For Life event o Work with the Food & Beverage Committee Head & Committee to serve food at the Relay For Life event Luminaria Executive Board Member o Organize the sale of Luminarias at the Relay For Life event o Work with the Special Events Executive Board Member to sell Luminarias at other Relay For Life & CAC events o Work with the Luminaria Committee Head & Committee to sell Luminarias at Relay For Life, set them around the track, light them before the Remember ceremony, and ensure bags are lit throughout the night o Report to the Production Director to esnure all Luminaria goals are met year- round Accounting Executive Board Member o Count and audit donations at all Team Captains meetings, Bank Night, and throughout the night at Relay o Prepare money for deposits o Enter donations on the Convio website o Keep the Executive Board informed of top fundraising teams and inidividuals throughout the year and at Relay Vendor Relations Executive Board Member o Manage the contacts of different vendors for physical materials to be used at Relay For Life o Work with the entire Production Family, specifically the Logistics Executive Board Member to communicate with vendors to secure materials for Relay o Work with the Special Events Executive Board Member to communicate with vendors to secure materials for other Relay & CAC events o Report to the Production Director to ensure all material requests are being filled throughout the year and at Relay For Life Development Family Development Director The Development Director oversees all Executive Board Members within the Development Family and their committees. This position supports the entire Development Family and assists in planning to improve the overall success of each area through the continued development of teams. The Development Director works with the Executive Director and Assistant Director, other family Directors, and the ACS Staff Partner to create an overall vision for Relay For Life on campus. The Development Family consists mostly of different campus focus areas to recruit, develop, and retain teams. The duties and responsibilities for these positions are generally the same other than the fact that

each position focuses on a different group. Here is a brief list of those positions with a general job description for each position to follow. Other positions within the Development Family will follow as well. Greek Recruitment Executive Board Member Sorority Recruitment Executive Board Member Fraternity Recruitment Executive Board Member Faculty & Staff Recruitment Executive Board Member Sports Recruitment Executive Board Member Residence Hall Recruitment Executive Board Member Faith-Based Recruitment Executive Board Member Off-Campus Recruitment Executive Board Member Professional Organization Recruitment Executive Board Member Postgraduate Recruitment Executive Board Member General Development Responsibilities o Contact past team captains and organizations within the specfic focus group and help them reform teams o Recruit new teams and participants for Relay For Life within the focus group o Help Team Captains and Participants register online o Provide assistance to team captains by keeping them up to date with important information, and act as their liaison to the Executive Board o Work with the Committee Head and Committee for the particular position to help recruit, develop, and retain teams o Keep in constant contact with team captains to keep them informed and encouraged throughout the year o Work with the Campus Recruitment Executive Board Member for information on new potential teams o Be available and answer team captain questions or requests in a timely manner o Work with the Development Director to ensure all team recrutiment goals are met throughout the year Campus Recruitment Executive Board Member o Seek out and recruit new teams from student organizations to participate in Relay For Life o Work with all of the Development Family to meet all recruiting goals for Relay For Life o Approach potential teams through various outlets: student activities fair, listservs, organizational meetings, etc. o Delegate organizations to Executive Board Members within the Development Family o Work with the Development Director to ensure all development and recruitment goals are met throughout the year Team Relations Executive Board Member

o Oversee the communication with the teams. o Ensure that all team captains receive most current information o Monitor the mentor program between team captains and committee members o Be the liaison between the teams and the executive board o Organize the agenda and moderate the team captain s meetings o Contact the team captains to encourage and motivate them to continue fundraising and managing their team o Work with the Development Director and Development Family to ensure all goals are met throughout the year Team Retention Executive Board Member o Keep track of teams and organizations registered for Relay For Life in previous years o Work with the Development Family by helping them contact former teams and providing contact information o Work with the Mentorship Executive Board Member and the Recognition Executive Board member to ensure teams are supported and recognized o Help Executive Board Members build relationships with teams and different student organizations to maximize the number of teams that are retained o Report to the Development Director to ensure all retention goals are met Mentorship Executive Board Member o Ensure all Executive Board Members are properly trained to recruit team captains o Help Executive Board Members within the Development Family give guidance to team captains o Monitor the progress of the Development Family to ensure they are effectively communicating and helping team captains o Attend team captain meetings and give input and provide information as needed o Work with the Development Director to ensure all Executive Board Members and Team Captains are propery mentored Recognition Executive Board Member o Work with Development Director to ensure all people are being recognized for their dedication to the American Cancer Society & Relay For Life: Executive Board Members, Committee Heads, Committees, Team Captains, Participants, Survivors, Caregivers, etc o Determine different ways to recognize these groups and show your appreciation. For example: gifts, awards, public recognition, thank you cards, thank you emails, etc o Recognize these groups year- round to ensure maximum recogntion Alumni Liaison Executive Board Member o Report to the Development Director to ensure university alumni are involved in Relay o Work with alumni programs at the school to contact alumni and keep them involved in the campus Relay through donation or participation o Encourage alumni to participate in a community Relay For Life event if they are not able to participate in the university Relay Fundraising Executive Board Member

o Work with Development Director to ensure all fundraising goals are met year- round o Brand fundraising as: It s not about the money, but what the money can do o Work with your ACS staff and utilize ACS resources to identify what the money can do Ex: Find out if there is an ACS funded researcher on your campus! o Work with the Development Family and educate Team Captains about possible fundraisers and how to implement o Compile team fundraisers and publicize on a weekly or monthly basis. Help teams publicize fundraisers though multiple facets: website, blast emails, Facebook, etc o Provide Team Captains with resources to publicize their own event o Pass on info to Public Relations Executive Board Member to promote events o Strategize to create a fundraising timeline and determine incentives to stay on track o Identify key behaviors to incentivize (i.e. money raised online in a certain time frame, emails sent, etc.) Coordinate both pre- event incentives and night- of incentives to encourage these behaviors o Coordinate Fundraising challenges o Recognize participants for fundraising efforts throughout the entire year o Recognize and many different forms- public, email, meeting announcements, throughout the Relay itself (especially opening/closing ceremonies) o Recognize Team Captain through posters or banners (ex: day of thank you banners, especially for top teams) Colleges Against Cancer Family CAC Director The CAC Director oversees all Executive Board Members within the CAC Family and their committees. This position supports the entire Marketing Family and assists in planning to improve the overall success of each area and the reach the mission of Colleges Against Cancer and the American Cancer Society. The CAC Director works with the Executive Director and Assistant Director, other family Directors, and the ACS Staff Partner to create an overall vision for Relay For Life and CAC on campus. CAC Executive Board Member o Increase awareness about cancer on campus. Make students aware of the ways to prevent cancer through early detection, healthy living habits and more Ex: Work with the Special Events Executive Board Member to organize the Great American Smokeout fundraiser and cancer education event in November or make students aware of the legislation affecting cancer patients or overall health. o Work with Relay For Life events to spread awareness through events and fundraisers o Provide cancer facts at fundraisers and awareness events o Communicate effectively between the Relay For Life Executive Board and the Colleges Against Cancer organization o Report to the CAC Director and work with the CAC Family to ensure the mission of CAC is effectively reaching the campus year- round

Mission Executive Board Member o Increase awareness about cancer on campus. Make students aware of the ways to prevent cancer through early detection, healthy living habits and more o Oraganize events such as a Boob Cookies fundraiser in October for Breast Cancer Awareness. o Create and implement fun mission- related games to play at different Relay & CAC events o Report to the CAC Director and work with the CAC Family to ensure the mission of CAC is effectively reaching the campus year- round Advocacy Executive Board Member o Educate students on how they can make a difference in the fight against cancer through advocacy o Inform students about the American Cancer Society Cancer Action Network and how to become a member o Keep students informed on cancer issues and leglislation that relates to them o Provide information about ACS CAN and advocacy at all Relay For Life and CAC events o Report to the CAC Director to ensure all advocacy goals are being met throughout the year o Report to the CAC Director and work with the CAC Family to ensure the mission of CAC is effectively reaching the campus year- round Cancer Education Executive Board Member o Increase awareness about cancer on campus. Make students aware of ways to prevent cancer through early detection, healthy living habits and more o Educate all Executive Board Members and Committees about cancer so everyone is able to educate the entire campus community o Work with the Special Events Executive Board Member and other Executive Board Members to ensure there is cancer education in all Relay For Life & CAC events o Report to the CAC Director and work with the CAC Family to ensure the mission of CAC is effectively reaching the campus year- round Survivor & Caregiver Executive Board Member o Recruit and increase the number of survivors and caregivers participating in Relay For Life o Run survivor registration: create forms, distribute them around the area, keep constant record of ones received o Work with the Special Events Executive Board Member to plan events for survivors and caregivers. Help create a survivor and caregiver network on campus and in the community o Organize survivor banquet at Relay For Life by arranging food & beverages and a speaker o Keep and maintain constant contact with survivors in months leading up to the Relay event o Improve the quality of the Relay For Life experience for survivors and caregivers by keeping them involved at Relay and recognizing them with survivor sashes, special gifts, goodie bags, massages, flowers, etc o Report to the CAC Executive Board Member to ensure all survivor and caregiver goals are met throughout the year o Report to the CAC Director and work with the CAC Family to ensure the mission of CAC is effectively reaching the campus year- round