ACTIVITIES AND
ENTERTAINMENT
CHAIR GUIDEBOOK
1.800.ACS.2345
www.cancer.org
Hope.Progress.Answers.
Table Of Contents
Mid-South Division Privacy Standard…………………………………3
Activities & Entertainment Quick Facts..……………………………...4
Relay For Life Committee Structure.......................................................5
Activities and Entertainment Subcommittee Structure...........................6
Activities and Entertainment Chair Job Description...............................7
Activities and Entertainment Timeline....................................................8
Entertainment Coordinator
Job Description...........................................................................10
Roles and Responsibilities..........................................................11
Children’s Activities Coordinator
Job Description...............................................................................12
Roles and Responsibilities..............................................................13
Adult Activities Coordinator Job Description.........................................14
Creative Ideas to Generate Relay Excitement.........................................15
Other Helpful Hints.................................................................................16
Relay Recognition, Contests and Awards...............................................17
Relay For Life Team/Individual Award Suggestions..............................18
ACS Sponsored Events and Risk Management………………………...19
The American Cancer Society is extremely pleased that you have volunteered your time and resources to
support our mission.
We believe that all volunteers undertaking a new position should receive a basic American Cancer
Society orientation. After you have completed your orientation, you will be comfortable in your volunteer
role and more knowledgeable about the American Cancer Society. It is our goal to help you answer
questions about the American Cancer Society comfortably and with pride.
If you have not been through American Cancer Society volunteer orientation, please consult your staff
partner.
Relay For Life Contact Information
Event Chairman:_____________________________
Phone #: ____________________________________
ACS Staff Contact: ____________________________
Phone #: ____________________________________
Relay For Life Activities and Entertainment Chair Guidebook Rev 6/1/05 version 3 2
Mid-South Division Privacy Standard
Federal and state privacy laws have increased the American Cancer Society's responsibility to ensure that
our supporters' privacy is of highest priority. The Mid-South Division of the American Cancer Society
requests that all Relay For Life volunteers and staff assist with our efforts by complying with the
following:
1. Ensure that all participants (including team members, survivors and caregivers) understand that the
American Cancer Society may use information collected to contact them about other opportunities
to get involved in the fight against cancer.
2. Ensure that all survivors who register to participate in the Survivor's Victory Lap understand that
their survivor status may be publicly recognized.
3. Ensure that all volunteers who collect information from participants (including team members,
survivors and caregivers) are responsible for keeping the information private and confidential. All
such records must be provided to the American Cancer Society within 30 days after the event or
upon request.
Thank you for your assistance! The American Cancer Society and our supporters appreciate your help in
respecting their privacy.
Relay For Life Activities and Entertainment Chair Guidebook Rev 6/1/05 version 3 3
Quick Facts
The Lifeline of being an Activities and Entertainment Chair
In this Guidebook you have been provided timelines, best practices, suggestive subcommittee
positions, etc along with a Resource and Tools Guide as an addendum. It is highly
recommended that you thoroughly read both documents for they will provide you with the
―know how‖ to successfully execute your duties.
It is a best practice to have 8 to 10 months to plan the Activities and Entertainment of your
Relay, however, having 8 to 10 months for planning is not always the case. The million dollar
Relay question is ―What are the MUST to accomplishing my job‖. In the event that significant
time has passed for planning and your Relay event is right around the corner, here is a Quick
Fact Sheet to your role as Activities and Entertainment Chair.
1. Develop a schedule of activities/entertainment for the entire event.
Have activities scheduled every hour of the event with the exception of the Opening, Closing
and Luminaria Ceremonies
They should be fun, educational and informative.
Save the best activities for the 12:00 midnight to 4:00 hour to keep attendance high.
Schedule interactive activities during the 12 - 4 hours. This helps keep everyone awake!
2. Recruit volunteers to man the activities.
Even with limited time to plan, this is important, because you can not do it by yourself.
3. Have Music!!!! And a good sound system. It is a “MUST”
To keep the event fun and upbeat, it is important to set the atmosphere. Music helps to do
this and a good sound system ensures that everyone hears it.
4. Coordinate needs with Logistics Chair.
You may have electrical needs especially for lighting under a tent or for the sound system.
Make sure all activities are approved activities by the ACS and the site location
Make sure that resources are available (ex: tent, tables, chairs, etc. if needed.)
5. Work with Ceremonies Chair to coordinate music and entertainment during Opening,
Closing and Luminaria Ceremonies.
Confirm stage, P.A. System, etc. (depending on committee size, it may be assumed that you
are taking care of these items)
6. Attend all committee meetings.
This is your opportunity to communicate with other chairs to ensure that everyone is on the
same page.
7. Work with the Luminaria Chair in order to block out time for the Luminaria
Ceremony so that no other activities are scheduled.
Ensure that all other activities cease and equipment turned off during this time
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RELAY FOR LIFE COMMITTEE STRUCTURE
Event Chair
Leadership
Development
Event Co-Chair Event Co-Chair
Fundraising Development Event Development
GROWTH PRODUCTION
SPONSORSHIP TEAM CEREMONIES LOGISTICS CHAIR
CHAIR DEVELOPMENT CHAIR
CHAIR
PUBLICITY CHAIR
ACCOUNTING AND SURVIVORSHIP ACTIVITIES AND ADVOCACY CHAIR
REGISTRATION DEVELOPMENT ENTERTAINMENT
CHAIR CHAIR CHAIR
LUMINARIA CHAIR MISSION DELIVERY
CHAIR
NOTE: Committee structures with two co-chairs or one chair and one co-chair can divide responsibilities accordingly:
Event Chair – Growth
Co-Chair - Production
ACTIVITIES AND ENTERTAINMENT
“Making memories that last and last”
EVENT CO-CHAIR
EVENT DEVELOPMENT
PRODUCTION
LOGISTICS CEREMONIES ACTIVITIES AND ADVOCACY CHAIR MISSION
CHAIR CHAIR ENTERTAINMENT DELIVERY CHAIR
CHAIR
Adult Activities Children’s Activities
Coordinator Coordinator
Entertainment Prizes
Coordinator Coordinator
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VOLUNTEER JOB DESCRIPTION
Position: Relay For Life Activities and Entertainment Chair
Location: Community
Time Commitment: Year round—varies depending on time of year
Time Frame: One year
Position Summary:
Responsible for putting together activities and entertainment to ensure the participants enjoy themselves during
the event and to inform and demonstrate to the public and donors what the American Cancer Society does with
the funds raised. Community and priority activities should be highlighted.
Responsibilities:
Recruit next year’s activities and entertainment chair
Recruit at least one new Relay team.
Recruit, orient and train subcommittee to include — entertainment coordinator, adult activities coordinator,
and children’s activities coordinator.
Make activities interactive.
Develop activities that are fun, educational and informative.
Recruit volunteers to man the activities.
Coordinate needs with site coordinator and activities chairman.
Work with the logistics chair in coordinating the needs of the entertainment scheduled and the games, etc.,
that are scheduled.
Work closely with advocacy and mission delivery chair to promote advocacy priorities and health initiatives.
Work with the survivorship development chair to include survivors in on-site activities.
Work with ceremonies chair to coordinate music and entertainment during opening, closing and luminaria
ceremonies.
Work with the luminaria chair in order to block out time for the luminaria ceremony so that no other activity
is scheduled.
Obtain donation of prizes for all games.
Work with staff and event chair to order plaques, certificates or other awards that will be needed during the
Relay.
Prepare criteria to be used when judging of any award with committee, and recruit judges for all competitions.
Qualifications:
Persistence
Selflessness
Enthusiasm
Goal oriented
Dedication
Time management skills
Positive attitude
Leadership skills
Support Provided:
ACS staff partner
Event chair
Orientation to American Cancer Society
Relay For Life training
Activities and Entertainment Timeline
8-10 Months Out
Recruit, train and orient subcommittee members.
Brainstorm ideas for activities and entertainment (see Activities and Entertainment Resources and Tools
Guide for ideas).
Report progress of subcommittee at Relay planning committee meetings.
6-8 Months Out
Work with children and adult coordinators to plan various activities.
Plan preliminary schedule of events, working with advocacy, survivorship and luminaria chair on timing of
activities and ceremonies.
Start planning what contests you will have and what the judging criteria will be.
Start contacting entertainers.
Secure emcee for games and activities.
Find someone outgoing and well known in the community who can help keep the flow of the activities
flowing and fun.
Secure DJ for event.
Report progress at Relay planning committee meeting.
4-6 Months Out
Continue scheduling activities and entertainment.
Work with the logistics chair in coordinating the needs of the entertainment, performers, games and contests
that are scheduled.
Work with logistics chair to determine location and set up of activities,
Be aware of your location. Some Rare in areas close to neighborhoods where loud noise might be a
problem at 2 a.m.
Talk to your logistics chair and event chair to ensure the police have been notified about this event.
Work with the luminaria chair to coordinate time for the luminaria ceremony.
Do not schedule any other activity during luminaria ceremony,
Secure prizes needed for games or competitions scheduled.
Get prizes donated. Look for creative ways to incorporate your message of healthy living, like fruit and
vegetable coupons from local grocers or samples of sunscreen. Be sure to coordinate with the
sponsorship chair to ensure that area businesses are not being asked twice for contributions.
Keep a list of all donations to be listed on acknowledgment page of Relay event program.
Contact local restaurants, hotels, sporting goods stores, beauty salons, etc., to get prizes donated.
Complete In-kind Donation Forms to give to vendors.
Work with advocacy chair to include advocacy priorities on agenda.
Work with mission delivery chair to include health initiative activities on agenda.
Prepare preliminary schedule of activities and criteria for contests for newsletter.
Include advocacy and health initiatives activities.
Report scheduled activities to the publicity chair. It is great to include this information in press releases
and other media opportunities.
Begin to determine appropriate times for activities, etc., for Relay program. The schedule will continue to evolve
as planning progresses.
Report progress at Relay planning committee meetings.
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3 Months Out
Recruit volunteers to help with activities and judging.
Arrange for on-stage and off-stage entertainment – clowns, bands, face painters, magicians, storytellers, etc.
Work with staff partner to order plaques, certificates or other awards that will be needed during the Relay.
Share schedule of activities and contests and criteria with team development chair for team captains’
meetings.
Report progress at Relay committee meetings.
2 Months Out
Confirm entertainers.
Attend team captains’ meeting to review schedule of activities and entertainment and review contests and
judging criteria.
Prepare agenda/script for emcee.
Arrange for donation of water, breakfast items, coffee/hot chocolate and snacks for morning participants.
Work with logistics chair and sponsorship chair on signage and banners. Try to get them donated.
Report progress at Relay committee meetings.
1 Month Out
Finalize schedule and contests and team captains’ meeting to review.
Delegate each item on the schedule to a subcommittee member who will responsible that activity.
Provide master schedule of entertainment and activities to the Relay chair and planning committee.
Send confirmation letters to entertainers, judges, volunteers and retailers for equipment, etc.
If possible, make a tape of pre-recorded announcements, including advocacy/health initiatives messages.
Ensure that agenda and scheduled activities is in Relay program.
Report progress at Relay committee meetings.
1-2 Weeks Out
Call all entertainers, emcee, equipment providers, etc., to confirm everything one last time.
Create a ―Day Of Relay Flow Chart,‖ including times for delivery of supplies, phone numbers of suppliers,
times of activities and entertainment, phone numbers of entertainers, names and phone numbers of judges,
detailed schedule of activities, including name of subcommittee member responsible for each item.
Distribute flow chart to subcommittee members.
DAY OF EVENT
Distribute flow chart to subcommittee members.
Make sure everything is in place for all activities and entertainment.
Make sure all scheduled activities and contests take place.
AFTER EVENT
Celebrate your success!
Send thank you letters to all in-kind donors, entertainment, volunteers and judges.
Submit a synopsis of activities and entertainment to staff partner.
Send thank you notes to subcommittee members congratulating them on a job well done.
Attend committee wrap up meeting and help plan wrap up party for participants.
Start recruiting subcommittee for next year!
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VOLUNTEER JOB DESCRIPTION
Position: Entertainment Coordinator
Location: Community
Time Commitment: Year round—varies depending on time of year
Time Frame: One year
Position Summary:
Responsible for working with the activities and entertainment chair in scheduling all entertainment for maximum
participation by Relay participants.
Responsibilities:
Receive orientation and training from chair and/or staff.
Review entertainment committee section in implementation guide and timeline of all roles.
Recruit a subcommittee.
Work with logistics chair to obtain sound system.
Recruit bands and other performers to participate in the Relay.
Schedule performance times.
Determine needs of all performers for the activities chair (electricity, room, etc.)
Follow up call to ensure attendance of DJs and bands and confirm time.
Work with activities and entertainment cin preparing master schedule of activities for Relay.
Write thank you notes to appropriate volunteers and donors.
Qualifications:
Persistence
Selflessness
Enthusiasm
Goal oriented
Dedication
Time management skills
Positive attitude
Leadership skills
Support Provided:
ACS staff partner
Event chair
Orientation to American Cancer Society
Relay For Life training
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Roles and Responsibilities
ENTERTAINMENT
The entertainment sets the tone for the whole event. A DJ is great to have one to two hours before opening
ceremony to get everyone in a festive mood. The entertainment should be an extension of the community.
Local bands and performers should be scheduled. Though this is a nonprofit event, be selective in your
choosing. You want to ensure that everyone has a good time. The local acts need to be something everyone
will enjoy.
Limit the timeframe. Allow set up time and prepare a backup plan in case your entertainment cancels at the
last minute.
Work with the other subcommittee coordinators to ensure there is no overlap.
Work with ceremonies chair to confirm what is needed for opening ceremony and ensure that the site’s sound
system is in good working condition and can be clearly heard.
Ensure that the DJ has the music needed for the opening ceremony. If performers have music for the opening
ceremony, make sure this is already cued up to its appropriate place so as not to interrupt the flow of the
ceremony.
Coordinate with the survivor chair to have a selection of appropriate music prepared which may be used
during the presentation of survivor medallions. A great choice is ―What a Wonderful Day‖ by Tricia Walker.
Prepare music for survivors’ lap and team parade. These songs should represent the celebration of life.
Songs like ―Celebration‖ by Kool and the Gang are great. Your ACS representative can get you a Relay For
Life CD if more suggestions are needed.
Music should be played throughout the event to keep the pace flowing. It is okay if participants choose to
sleep, but keep the fun, festive atmosphere going to entice them not to desire sleep. Remember, if you give
them an opportunity to sleep (due to down time) then they will desire to sleep, they may choose to leave early
to do so in their own beds. Make it an all night celebration with a purpose!
Coordinate music for the luminaria ceremony with the luminaria chair. Once this service is over, make a
smooth transition back into the festive music. Give the participants a few minutes to meditate on what they
just experienced.
Work with the other activity coordinators to offer assistance for their activities such as: talent shows, ―Dude
Looks Like a Lady‖ contest, even team relays and morning aerobics. Adding music to these activities really
sets the tone.
Encourage a variety of entertainment. Have something for the rockers, the golden oldies and the country
crowd.
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VOLUNTEER JOB DESCRIPTION
Position: Children’s Activities Coordinator
Location: Community
Time Commitment: Year round—varies depending on time of year
Time Frame: One year
Position Summary:
Responsible for scheduling kid-friendly games, contests, and other activities throughout the event.
Responsibilities:
Recruit, train and orient a committee.
Work with activities and entertainment chair on any prizes needed for winners of competitions or games
scheduled.
Work with activities and entertainment chair in preparation of a master schedule of activities for the Relay.
Qualifications:
Patience
Persistence
Selflessness
Enthusiasm
Goal oriented
Dedication
Time management skills
Positive attitude
Leadership skills
Support Provided:
ACS staff partner
Event chair
Orientation to American Cancer Society
Relay For Life training
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Roles and Responsibilities
CHILDREN’S ACTIVITIES
Children have an important role in Relay. Though their voices may be small today, they are the ones who will
speak loudly for the American Cancer Society in the future. They are our future team captains, our future
committee members, and our future event chairs. This role should not be viewed as a babysitting position. This
volunteer position offers a wonderful opportunity to mold and shape little minds into learning, understanding and
caring about the American Cancer Society and the fight against cancer.
Work with your activities and entertainment chair to plan fun interactive games for the children throughout
the event. (See Activities and Entertainment Resources and Tools Guide for ideas.)
Work with your mission delivery and advocacy chair to ensure that some of these games offer a learning
opportunity in which these children will carry back to their homes and schools. (Ex: poster contest on why
you should not smoke)
Recruit plenty of help!!!!! This position needs a lot of adult supervision. You should not carry this role by
yourself.
Make sure the play area is safe. Work with the logistics chair to survey your designated area. Ensure that
there are no large potholes in the area which children can fall. Secure any questionable areas with barricades
of some sort. Your logistics chair can help you with this. Make sure your area is well lit when it gets dark.
Stay far away from areas with large bodies of water.
Work with your activities and entertainment chair to determine who will get prizes donated.
Submit ―Thank you‖ list to go in the event program and give a copy to your ACS representative for files.
Send thank you letters to all volunteers and prize donors.
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VOLUNTEER JOB DESCRIPTION
Position: Adult Activities Coordinator
Location: Community
Time Commitment: Year round—varies depending on time of year
Time Frame: One year
Position Summary:
Responsible for scheduling games, contests, and other activities throughout the event in order to keep Relay
participants occupied during the event.
Responsibilities:
Recruit train and orient a committee.
Gear games and activities to as large a group as possible. Remember the diverse group of people involved in
Relay.
Work with activities and entertainment chair on any prizes needed for winners of competitions or games
scheduled.
Work with activities and entertainment chair in preparation of a master schedule of activities for the Relay.
Qualifications:
Persistence
Selflessness
Enthusiasm
Goal oriented
Dedication
Time management skills
Positive attitude
Leadership skills
Support Provided:
ACS staff partner
Event chair
Orientation to ACS
Relay For Life training
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Creative Ideas to Generate Relay Excitement!
Theme Your Relay – Give your whole event a theme and base everything around that theme. It makes it really
easy for teams to get together before the event to plan how to decorate, figure out the food they want to sell, and
come up with other on-site fundraisers. Theme ideas include:
Cruising For a Cure – everything is based around a cruise ship theme. The campsites are port-of-calls,
the food area is the galley, the entertainment committee is the cruise staff, and the chairman is the
captain. All teams are given passports and they are stamped at each activity they participate in. You can
use the theme for all of your off-stage activities, etc.
Taking Action Against Cancer – everything is based around a movie theme. The campsites are movie
sets, the volunteers all have press passes with their names on them, the opening ceremony begins with
the ―director‖ (event chair) welcoming everyone, the survivors walk onto a red carpet and out onto the
track with camera-flashing paparazzi wanting pictures while following a stretch limo around the track (in
the limo are those survivors who cannot walk the whole way). You can theme your off-stage
entertainment (photo scavenge hunt, limo races, etc.), as well as your on-stage entertainment (lip synch
contest, celebrity look-a-like contest, midnight movie).
Celebrations – everything is based around any sort of celebration. Each campsite is a celebration –
Mardi Gras, Halloween, graduation, Super Bowl victory, Christmas, New Years Eve, Groundhog Day,
July 4th, etc. The entertainment committee members are the party planners. Possibilities: throw a New
Year’s Eve celebration at midnight; have the kids go trick-or-treating from tent to tent (promote healthy
treats); have an appearance from Santa; have a bad bridesmaid dress contest.
Themed Laps – Do you notice it is difficult for teams to delegate someone to walk in the wee hours of the
morning? Make it fun for those on the track. Plan theme laps in the late night/early morning hours. Keep those
who are on the track awake, lively and excited and keep them participating. If you are going to have contests,
offer nice prizes – it’s more of an incentive to walk those hours. Some of these laps may seem silly, but
remember the time of day, remember how many hours of sleep they have gotten and remember everyone is
probably a bit slap happy so they will do just about anything to stay awake and to win a prize. Theme lap ideas:
Poker Lap – give everyone one card for each lap they walk. Once they have 5 cards, they can trade in
one for another. The person with the best hand at the end wins the prize. You will need several decks of
cards which also means some people may have five kings, etc. So you may have to use your best
judgment to select the winner.
Trivia Lap – Ask a trivia question every five minutes. If the person answers the question correctly, give
them a straw or popsicle stick. The person that answers the most questions correctly wins a prize. If your
Relay is themed, tie the questions to your theme.
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Other Helpful Hints
Pre-recorded announcements – If a local radio station is willing to provide this service, take advantage of it.
Begin announcing activities, contests, ceremonies, etc. at least one half hour before. This can be continuous tape
that runs throughout the event and cuts in over the music and bands when necessary. The event DJ really
appreciates this so he can concentrate on music only.
On-stage entertainment – There should be one person at the stage at all times for any questions that need to be
answered or any equipment needs to be moved. This prevents the DJ from being bombarded with questions he
cannot answer. When planning your schedule, be sure to coordinate enough time between entertainers for one to
tear down and the other to set up (sample agendas in Resources and Tools Guide). This amount of time will vary
so ask each individual entertainer. Remember, it may be hot, so keep that in mind when booking entertainment
not only for the entertainers but also for the people watching. Are people going to sit in the hot sun to watch
entertainers?
Off-stage activities – The subcommittee should determine who would run each contest and activity. A schedule
of the committee members and the volunteers should be posted at the information tent. Each committee member
is responsible for all props, equipment, prizes and volunteers needed for their activities. Teams must be well
informed about these activities. Inform the teams at the team captains’ meetings and let them sign up. Make sure
the teams know that prizes or spirit points are awarded to winners. At the event, post the schedule on a huge dry
erase board near the stage. Post the schedule in the information tent. Post the schedule in the newsletters and in
any mailings sent out. The more time they are informed the more excited they’ll get.
Kids area – Kids are so easy to entertain. Parents really appreciate this area. DO remind the parents that this is
not a drop-off childcare center. This is simply an area for kids to play and kids must be accompanied by an adult.
If there is a local party planner that is willing to donate time to entertain kids, go for it. If not, set up a simple
craft tables, graffiti walls, get a pile of sand donated (possibly the same company that donated the luminaria sand),
face paint, get a bounce house donated, simple carnival games, water games (especially good for hot afternoons),
bubble pool, parachute games and on and on! The key is that these items are donated! More suggestions are in
the Resources and Tools Guide.
Diversify your entertainment- Set up entertainment that caters to men. Have a sports center area with a pool
table. Have a pool shooting contest. Set up recliners with x-box video games. Have competitive sports or games,
pitting the police against the firefighters, the teachers vs. the students, etc. Have different styles of music. Have
participative activities as well as spectator activities.
Volunteers – Enthusiastic people with tons of energy make the best volunteers. If there is a college near your
community, ask for volunteers. Some students may have to fulfill volunteer hours to complete class requirements.
Ask education majors and recreation majors. Go to the YMCA and ask for the youth coordinator and aquatics
instructors for their help. Look in the phone book for party planners and ask if they would be willing to help out.
Ask people you know will get a group excited about participating in activities. Attitude is everything!
Enjoy!! Be Creative!! Get Crazy!!
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Relay Recognition, Contests and Awards
Things to Think About Now:
- What will the contests be?
- What will the criteria be?
- What is the budget for awards?
Contests
Suggestions:
- Best Decorated Campsite
- Most Spirited Team
- Top Fundraising Teams
- Karaoke Contest (Friday night)
- Bad Hair Day (Saturday morning)
- Cooking Contest (what kind of food)
- Most Distance Walked
- Most Distance Run
- Be creative with more contest ideas
Recognition
- Chairmen recognizing committee members
- Committee members recognizing chairmen
- Recognizing sponsors
- Recognizing winners of the contests
- Recognizing team captains
- Recognizing survivors
- Recognizing caregivers
Awards
- Could you get the items donated?
- How creative can you get with the awards themselves?
- Will they be perpetual or traveling awards from year to year?
- When/how will we present them?
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Relay For Life Team Award Suggestions
TEAM FUND- RAISING CLUB See Team Captain Handbook for details on Mid-South Division Team
Fund-raising Club. (PDF file in Team Development Folder for viewing
only.)
TOP FUND-RAISING TEAM The winner receives a trophy that travels
from year to year with the team that raises the most money.
TOP FUND-RAISING GROUP The award goes to the group that raises the most money. This award is
for those companies or groups with more than one team - the results of
all the teams in the group will be combined to determine the winner.
TEAM SPIRIT AWARD To win this trophy, a team must have 100% of team members raise the
minimum $100 in donations each; participate in all the on-site activities,
have a team theme and decorate a campsite, and have a team member
on the track at all times.
MOST DISTANCE RUNNING The running team that accumulates the most miles during the 24 hour
period will take home this prize.
MOST DISTANCE WALKING Rather walk than run? The walking team that accumulates the most
miles wins this one.
BEST DECORATED CAMPSITE This trophy goes to the team that judges decide has done the best job in
selecting and carrying out a team theme through campsite decoration
and team attire.
Relay For Life Individual Awards
TOP FUND RAISER To the individual who raises the most money for Relay.
MOST DISTANCE RUNNING The individual on a running team that accumulates the most miles
running wins this award.
MOST DISTANCE WALKING Same rules as above for the individual that walks the most miles.
CRAZY HAT CONTEST YES! We are the America Cancer Society and we want everyone to take
care in the sun. To encourage everyone to protect his or her skin when
outdoors, give an award to the person who comes up with most original
and funny hat.
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ACS Sponsored Events
And Risk Management
The American Cancer Society is involved in numerous events of all types, categories and size. These events provide the
Society with benefits that range from communication of our mission, education of the general public about our programs,
research and the bringing in of donations and funds that furthers the purpose of our existence – the elimination of cancer as a
major health problem.
These events, whether a gala, golf tournament, walk-a-thon, etc, could develop conditions or hazards that could cause harm to
participants or others. This Society has a responsibility to observe policies and procedures that manage these activities in
such a manner that all events are safe and secure as possible to the participants, volunteers and members of the general
public.
Pre-Event Risk Evaluation
These guidelines should be used when evaluating the risk and associated hazards posed by an ACS Special Event.
Life Safety – refers to protecting persons in a burning building from injury or death. The evaluator should check that
basic hazards are adequately controlled.
Physical Hazards – refers to the physical conditions present at the site of a special event which can increase injury or
property damage to participants, volunteers and observers. Slips, trips and falls are one of the more common injuries for
third parties at special events.
Parking – is parking adequate for a maximum crowd; are walkways and parking spaces clearly marked?
Security – considerations should include character of neighborhood and the security precautions already in place at the
facility. A procedure should be prepared for handling any monies, securities or valuables.
Communication – the actions of employees, volunteers, and vendors can result in an incident resulting in injuries or
property damage. A plan for the communication of site specific emergency plans and responsibilities of all parties to
eliminate or reduce hazards should be in place.
Alcoholic Beverages – liquor liability exists when manufacturing, distributing, selling, serving or furnishing alcoholic.
The Society is not in the business of selling alcoholic beverages. Outside vendors or caterers are to be at events that
include a ―cash bar.‖ The serving of alcohol must be managed by a qualified person. (Please note: Alcohol Beverages
are not permitted at Relay For Life Events.)
Certificates of Insurance
1. Providing a Certificate of Insurance to a Company, Municipality or Individual
Various companies, municipalities or individuals involved in a special event may request the Society to provide a certificate
of insurance as proof or evidence of insurance coverage for any risks the American Cancer Society creates. These parties
may request the Society to name them as an ―additional insured‖ on our policy. This request generally applies when we are
using the property and/or equipment that belongs to others.
Note: Occasionally, items may be borrowed from an individual (i.e. sound equipment, golf carts, tents, etc). A Certificate
of Insurance DOES NOT cover borrowed items. It is important to communicate to that individual that they will be
responsible for any damage that is done to the items where it is determined ACS is not at fault (i.e. lightening strike, wind).
It is a good idea to assign a volunteer to be responsible for the borrowed item(s) at all times to ensure that we are not
negligent with the use.
ACS insurance covers all of ACS’s sponsored special events, if the event is planned and coordinated by ACS staff AND ACS
staff are present at the event or a volunteer is acting out staff person’s orders and is reachable by phone.
Note: Relay For Life team fundraisers do not meet the criteria for an ACS event and are not covered under our insurance.
Completing a Certificate of Insurance
Only ACS Staff Representatives can complete a Certificate of Insurance. Instructions for completing a certificate of
insurance are located on www.insidemidsouth.org. Click Operations/Human Resources/Risk Management
A certificate of insurance should be completed when the owner/operator of the facility or place where the ACS sponsored
event is taking place asks to be named as additional insured on our insurance coverage.
2. Requesting a Certificate of Insurance from Vendors and Suppliers for ACS Events
All vendors, suppliers and other organizations involved in an event must operate their activities in a manner that is safe and
limits the potential for injury or damage to others. To the degree possible, the Society will not use the services or products of
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vendors, suppliers or parties that do not operate in a safe manner or have a poor history of liability problems. All third parties
should be screened to assure their operations are of high standards.
Examples of situations where the Society should request certificates of insurance from third parties, while adding the Society
as an additional insured to that party’s insurance coverage, includes:
Contractors that are building stages, dance floors, installing lighting above a stage, the back drop, etc. This is work
completed by others, out of the experience or control of the Society.
Food and beverage vendors and caterers, especially those providing alcoholic beverages**
Companies providing private transportation for a celebrity and/or guest at a gala or other function.
Companies providing an attraction to the event – aircraft fly over, carnival rides, or other equipment or materials.
The Society must protect itself in all situations where another organization, vendor or person is providing a service or product
to the Society.
**A certificate of insurance naming the Society as an additional insured is to be obtained from all
vendors or caterers selling and distributing alcoholic beverages at any ACS event or function. The
insurance company must issue any certificate requiring coverage for liquor liability. Please contact the
Human Resources Benefits Manager if you need a certificate of liquor liability and a request will be
made to our insurance company. Include the following information in your request:
name of event
date and time of event (e.g. from 6 p.m. to 10 p.m.)
location of event (including the complete address)
3. The following items are NOT COVERED by ACS insurance:
Although not an exhaustive list, the following are excluded under our policy and must be submitted to the insurance company
to see if they will be willing to provide coverage:
Untethered hot air balloons
Watercraft
aircraft
bungee jumping
There is, however, an additional charge for this coverage if they do agree to provide it. ACS Staff should contact the Human
Resources Benefits Manager regarding these and any other questionable activities.
Waivers for Participants
Events may require special waivers to be signed by participants. This is of particular importance if the event involves
physical activity such as walking, running, golf or other sports. No one is allowed to participate in an event without signing
the proper waiver.
Accident or Injury at ACS Event
Volunteer/participant injury or accident – collect all details of the injury including injured party and witness names,
addresses and phone numbers.
Employee injury or accident – follow the worker’s compensation procedures outlined on the Risk Management page on
www.insidemidsouth.org. Click Operations, Human Resources, Risk Management.
Should an accident or injury occur at an ACS event, report it as soon as possible to the Human Resources Department.
If the injured party requests reimbursement for their expenses, request them to submit the expenses to the ACS Staff
Representative. They will send them to Human Resources, and the ACS’s insurance company will make the determination.
DO NOT promise payment.
If the insurance company denies the claim, they will send the claimant a letter informing them of the decision. In some cases,
the insurance company will agree to pay the claim even though there was no negligence by ACS, but generally we are only
legally responsible for claims that result due to our negligence.
Contracts
There are many contracts that are appropriate for staff to review and sign. In addition, there are some
contracts that must be reviewed and signed by a division staff member.
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Signed by Division – Contracts are for a statewide or division wide event, such as hotels for Relay University - must be
reviewed by Executive Assistant to the CEO
Signed by field staff – Contracts involving any aspect of a special event - should be forwarded to the Benefits Manager
in Human Resources for review and approval.
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Miscellaneous
The following list is not comprehensive, but are some items that are common to an event. It is important
to note the risk associated with each one and to follow the guidelines appropriately.
Bungee cords - bungee cords are not to be used by staff or volunteers at ACS-related events or activities. Use other
means of securing boxes and other items instead.
Renting vehicles – Staff should follow the procedures set forth in the Rental Car Policy which is located on the Policies
and Procedures section of the HR page on Inside Midsouth.. Some vehicles, such as limousines and recreational vehicles
and 15-passenger vans are not covered; therefore, staff must accept the insurance offered by the rental company. Any
volunteer who drives a vehicle on behalf of ACS must be a qualified driver and have an acceptable motor vehicle driving
record.
Appropriate footwear – tennis shoes or other appropriate type of shoe should be worn when staff are
―working‖ a Relay for Life event.
Lifting techniques - proper lifting techniques (lift using legs instead of back) should be used when
lifting heavy objects. Request assistance if item is heavy or bulky.
Golf carts – golf carts are not to be left unattended. When not in use, the keys should be removed,
the brake should be set and the cart should be parked in a location out of harms way.
Youth Participation at ACS Events- Relay participants under the age of 18 must complete the Youth Participant forms
found on the Relay Page of Inside Mid-South.
Providing chaperones for under age training or events – When working and/or traveling with a
group of young people, it is suggested that ground rules are established prior to the event. For
example: a group of staff and volunteers will want to address the following issues:
Curfew
Buddy System
Check-ins
Whenever possible, two adults over the age of 21 should accompany youth to ACS activities
For overnight travel: separate girls and boys rooms/tents/sleeping accommodations
For overnight travel: no minors staying in the hotel room of an adult other than the minor’s parent or guardian
No driving allowed by youth volunteers once present at an ACS event or function
Chaperones are required to remain on site for the duration of the ACS event. This includes overnight hours.
Chaperones for Relay For Life related events must complete the Chaperone Agreement form found on the Relay
Page of Inside Mid-South.
First aid – depending on the size of the event, the service necessary can range from having simple
first aid available to ambulance and EMTs on site for a full event.
Moonwalks - ensure that an adult is assigned to any moonwalks. Discuss with the moonwalk
company the number of acceptable participants that may "jump in" or participate on the moonwalk at
any one time.
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