SECTION 1: Five tips for being a successful Team Captain 1 2 Review the 2011 Relay For Life Participant Handbook, and ensure that all of your teammates receive it and read it. Team recruitment 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. Send e-mails through your online Participant Centre to encourage your friends, family and co-workers to join your team. In this e-mail, they will be given a link to your team page where they can choose to register. 3Information motivation success! Stay updated on upcoming events, as well as tips and tricks from staff, the Relay For Life Planning Committee and fellow Relayers through the monthly Relay Rap. Attend Team Captain mixers. Encourage your team to fundraise, whether it s online, by asking people for donations or by planning individual or team fundraisers. Set a goal for your team to become a part of our FUNdraising Club or to beat your previous year total if you are a returning team. Work together, hold team meetings and delegate tasks equally amongst team members such as decorating your tent site, creating costumes, bringing supplies, etc. Invite cancer survivors to share in your Relay experience by joining your Relay For Life team. Nothing is more motivational than fundraising in honor or in memory of a friend, family member or co-worker. Customize your team page by adding personal information about your team uploading a photo. It never hurts to send encouraging e-mails to your teammates! 4 Event 5 Day PREPARATION COLLECT YOUR TEAM S DONATIONS. Meet with your team prior to event day to gather any funds raised offline and review the corresponding donation forms to ensure the paperwork balances prior to Team Captain check-in. Event Day FUN! CHECK IN at Team Captain registration; bring in your completed Team Captain Report along will your team s donations, balanced and sealed in the reconciliation envelopes. Once you have checked in, you will receive your team t-shirts, Team Captain bags, as well as receive your team s FUNdraising Club sign (if applicable). NOW IT S TIME TO RELAY! Join your team in celebrating your successes and take part in our Celebrate, Remember, and Fight Back ceremonies. HAVE FUN! Thank you for joining in the fight against cancer. Relay For Life 2011 - Team Captain Kit 1
SECTION 2: Additional online tools for Team Captains To use our online tools, you must login to My Participant Centre. To login: Go to relayforlife.ca, select the province of your event, select the community your event is in, and in the Participant login boxes, input your username and password. Once logged in, click on My Participant Centre or Access your Participant Centre. Click Team Progress in the top menu bar. Edit your team page The Team Captain is the only person who has the ability to edit the Team Summary page. Listed below are the areas you can personalize, in the order they appear on your screen. Your team page will automatically be open for editing. Remember to save often to avoid losing your work. TEAM NAME: Edit this field to change your team name. CORPORATE/ORGANIZATION AFFILIATION: To associate your team with a company or organization, select it from the drop-down menu or enter the name into the provided field. PASSWORD You can enter a password for your team if you d like to limit who can join your team. (You will have to give out your password to anyone who wishes to join your team.) Leave the field blank if you do not want a team password. FUNDRAISING GOAL: Edit this field to change your team fundraising goal. TEAM DESCRIPTION: Use the provided text or edit it to explain why your team is participating in Relay. TEAM PHOTO: Upload an appropriate photo, such as a photo of your team, a picture of someone your team is Relaying for, or an event photo from last year. Follow the instructions to make sure your photo meets the technical requirements. Click Browse to find the photo on your computer. Click Upload to load your photo. Insert a caption to tell visitors what the photo shows. Click Save. E-mail team members Use the instructions below to send an e-mail to everyone registered on your team. 1. Scroll down to the Team Roster box and click Send an e-mail to your team. 2. Select from the list of e-mail templates or choose Blank message to create your own. 3. The e-mail you selected will appear on the next page with the following pre-entered fields: your name, your e-mail address, the e-mails of your team members, and the subject line and text of the e-mail template you selected. 4. If there are others you d like to include in the message you can add them from your Relay address book or add them manually in the Send to field. 5. Customize the subject line and e-mail text if you wish to personalize the e-mail. 6. To finish, click Preview to view a sample of the e-mail you are sending, click Save to go back and edit the e-mail later or click Send to send the e-mail immediately. Relay For Life 2011 - Team Captain Kit 2
SECTION 3: How to complete your Team Captain report 1. Fill out your event location, name, team name and number at the top of the report. 2. Ensure all team members have signed the participant waiver on the back of the Team Captain Report. Don t forget to include yourself. 3. On each line of the report, please enter a team member name and their phone number, starting with the captain and co-captain. Please ensure that every registered member of your team is included, even if they are unable to attend the event. If you have a large team, you can use multiple reports to list everyone. In the event that deposit amounts do not match the amount indicated, we may call you to ask for clarification of what you`ve written on your report. 4. Using the completed donation reconciliation envelope, enter in the total offline pledges raised (cash, cheques and pre-event deposits indicated as Subtotal a+b on the donation reconciliation envelope) and total online pledges raised ( c on the donation reconciliation envelope) per participant in the corresponding columns. You can also find the online totals on your online team progress page in your Relay participant centre. 5. Split any offline team fundraiser revenue or offline team gifts equally between the team members involved and place in the Offline Team Fundraisers and Gifts column. 6. Split any team gifts received online equally between team members and place in the Online Team Gifts column. 7. Determine the total raised per participant by adding their offline pledges (cash, cheque and pre-deposits), online pledges, team fundraiser revenue and online team gifts. Determine the total raised by the team in each category and enter it in the last row, where stated. FUNdraising CLUB Why we need this information: We use this report to determine your team's level in our FUNdraising Club. Level Sapphire $20,000+ Dollars raised Gold $10,000 - $19,999 Silver $7,500 - $9,999 Bronze $7,499 - $5,000 For more information on the FUNdraising Club, please review the Join Our FUNdraising Club document. We use the report totals to determine the amount the event has raised. Waivers must be signed by all participants before they are able to participate. We need all Participant Pledge Forms to match the funds turned in to the Canadian Cancer Society so we can determine who should receive tax receipts. Relay For Life 2011 - Team Captain Kit 3
2011 Team Captain Report Event Location FOR OFFICE USE ONLY DEPOSIT VERIFIED YES NO +/- amount Team Captain Team Name Team Number # Team Member Name Please print name Phone Number TOTAL OFFLINE CASH & CHEQUE DONATIONS OFFLINE TEAM FUNDRAISERS & GIFTS ONLINE TEAM GIFTS TOTAL ONLINE DONATIONS TOTAL DONATIONS offl ine + online + offl ine team fundraisers + online gifts TOTALS $ $ $ ** Please have all team members who did not complete the online waiver sign the waiver on the reverse of this form. relayforlife.ca 1 888 939-3333
Participant Waiver / Release Agreement Canadian Cancer Society Relay For Life event: I grant permission to the Canadian Cancer Society to photograph me in the course of my participation in the Relay For Life event, and to use my name and any photographs and videos of me for the Canadian Cancer Society promotional purposes in any media and territory in perpetuity. I waive and release any and all claims for myself, my heirs, executors and administrators against the Canadian Cancer Society, its agents, employees and licensees and any sponsors, officials and organizers of the Relay For Life event in connection with any injury, illness or death which may directly or indirectly result from my participation in this event, or from any claim arising in connection with the use of my name or any photographs of me. I acknowledge that I will not receive any financial remuneration for any of the above and that my compensation is the opportunity to contribute to the activities of the Canadian Cancer Society. I have read and fully understand and agree with the contents of this Agreement, prior to participating in the Relay For Life event. Team Member Name Please print name Team Member Signature Parent/guardian signature required if under 18 years old AGE if under 18 years old relayforlife.ca 1 888 939-3333