The purpose of the Relay Kickoff is to recruit new teams for your Relay. The Kickoff can also be used to recruit committee members, but the main purpose of the Kickoff is to recruit new teams and to retain returning teams that did not sign up at your early bird registration. The Kickoff should show new teams how Relay Celebrates, Remembers, Fights Back against cancer. The Kickoff is designed to jump start your Relay by registering teams early, motivating and informing the community about Relay For Life and the American Cancer Society, and to share ideas and get people excited about the event. The Kickoff is a celebration and an excellent outreach opportunity. It generates a buzz about Relay in the community and promotes awareness of the ACS mission. The journey in planning this highenergy event should be fun and team oriented, ultimately resulting in an effort that rallies committee members together for the desired objective – an infusion of new teams and fresh faces into your event. Other Objectives of your kickoff: Bring potential team captains together to present them with information about the event Provide prospective team captains ideas and tools to recruit their team and raise funds Provide them with information about the American Cancer Society and its important role in their community Distribute important event materials Get them excited!
Relay Open House Kickoff Kickoff/Rally
Who Plans the Kickoff: The Team Development Committee plans the Kickoff. If you have other committee members in place, include them in on the planning and encourage them to recruit attendees.
Who to invite: Invites should not go out in mass mailings. Gather addresses, if not already on file in Siebel, for the following constituents: • Current committee members • Potential committee members • Previous teams and participants • Potential teams and participants • Previous and current sponsors • Potential sponsors • Honorary Chairs • Survivors • Local media • Event volunteers • Chamber of Commerce members • Local mayor and dignitaries • Police and Fire Chiefs • Hospital board members • School superintendent, principals, teachers • Churches, clubs and organizations • Businesses • Encourage everyone to bring a friend Committee members should personally invite community contacts that are prospective teams When: The Kickoff should be held no later than 5 months (20 weeks) out from your Relay. Sooner is better. Please refer to your timeline. If your first kickoff is not successful in attendance, by all means plan another kickoff and strategize on a plan to bolster attendance! Kickoff benchmarks 1. 30 weeks – Confirm location and Date for Kickoff 2. 30 Weeks – Begin collecting names for Kickoff 3. 29 weeks – Addresses and phone numbers due for invitation prospects 4. 27 weeks – Finalize mailing list from Siebel for invitations 5. 26 weeks – Volunteers are secured for assistance with mailing 6. 25 weeks- Personally invite sponsors to Kickoff 7. 25 weeks – Recruit a survivor to speak at Kickoff 8. 25 weeks – at places of Worship, ask them to post Kickoff information 9. 24 weeks – Invitations mailed out 10. 22 weeks – Reminder call to past team captains for Kickoff 11. 21 weeks – RSVP‟s due for kickoff 12. 20.5 – Reminder calls to those who RSVP‟d for Kickoff 13. 20 weeks – Hold Kickoff 14. 20 weeks – Follow up email to those who could not attend
Kickoffs should be held in a location central to your Relay community. You should not pay for the site – and if you have to pay for any snacks or drinks – keep it minimal. The Kickoff can be held in a restaurant, hotel meeting room, civic center or somewhere in your community. Your Kickoff will sometimes be loud and noisy so make sure wherever you hold it you have a room that is separate from a main business area.
What: The easiest way to ensure a successful Relay For Life is to have a great Kickoff. A great kickoff is well attended, fun and inspirational! Present your guests with a professional, well organized kickoff and the opportunity to participate in a successful and important event. Take advantage of this opportunity to address such a great audience! Wonderful Enthusiasm! Awesome Spirit! Open House is a great idea for Relays that would like to have a less formal way to involve and introduce the community to the event and the American Cancer Society. In the Open House concept each booth represents a different area of Relay. Each booth is decorated with pictures and supplied with brochures, team captain packets, handouts, etc. The event committee along with survivors, caregivers (former and current), sponsors, successful team captains and ACS ambassadors should be on hand to answer any questions visitors may have. The atmosphere should resemble a Kickoff. It should be festive with balloons, banners and music. Open Houses can last anywhere from 1 to 3 hours. It is up to each committee to decide the length of time that is needed
How to make your Relay Open House “More Than a Meeting!”
Your Kickoff is a Party!! Think about what you would want to see at a party…decorations, balloons, colorful photos and posters, music, people having fun – and a personal greeting when you enter the room! When guests enter, have lively music playing. Have pre-made nametags if possible. Ask a past team captain to speak at the Kickoff about their Relay experience to motivate others to get involved. Have an incentive for teams to register that night. For example, that night only, they will receive a gift (keep the cost low) or if you can come up with something intangible, such as they get breakfast delivered to their campsite on Saturday morning…be creative! If you also have committee positions available, you can display a separate list for available committee positions with sign up lines underneath. Depending on the time of day your Kickoff is held, you should always include food. If your Kickoff is held in the evening, a light meal or snack is nice. But of course, it is always better to get food donated. If you have to spend money on food for a party, your Kickoff is the place. Again – free is best! Display some signs from your Relay – such as track markers or Team Fundraising Club signs – when they walk in the room, the room should scream “Relay!!!” Display
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photos from your Relay– and especially include photos of teams. Put these photos on every table! Since some of your attendees may not have Relayed before, try and let them experience Relay at the Kickoff. Pictures and videos are great tools to let them „experience‟ Relay without being there. Make your invitations unique and personal: Hand write a note to each invitee that you hope they will be able to come. Take photos of teams that sign up that night and send it to them the next day as confirmation/congratulations! You can also include these photos in your newsletters. Make sure you have them sign a photo release.
photo consent form.doc
What to Bring
All Items listed in booth Balloons CD Player / Music American Cancer Society Relay For Life signs American Cancer Society brochures about programs & services Television/Screen to show video RFL Video/DVD Sign in sheet (make sure you ask for their name, email address, etc) Purple table cloths, cups and decorations from the dollar store!
Day-Of Job Assignments
Set up (balloons, decorations, sound system, enough tables for each booth, signs) Greeters to make the rounds to each guest and welcome them (committee if you have them, or other staff members) Photographer People to ensure the collection of data from attendees, including money collection for teams.
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Sign in area for open house attendees Receive team captain‟s packet Receive packet of raffle tickets for various raffles Sign up sheet for Team Development Committee Staff Partner business cards Eligible for Team Survival Kit raffle after registering Display of 2007 shirts, participant, team captain, survivor, committee Sign Up, Set Up, Sign document Laptop available to register team online Live display of the site Sample email campaigns Raffle- supplies for holding a team meeting
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Luminaria order forms Why We Relay DVD playing Customize a free Luminaria bag Luminaria committee sign-up sheet Staff Partner business cards Give-away- Blinky pin and free luminaria bag
o May reserve campsite from previous year or lay claim to another teams site if they decline t the spot o Pop-up Tent o 2007 site map o Raffle- Waive Team Registration Fee
Survivor/Caregiver o o o o o o o o o o Survivor/Caregiver registration/invitation form Ambassador application Program Tribute flyer Survivor t-shirt on display Picture board of last year‟survivor/caregiver activities Large Thank You note Signed Survivor banner from past years Sign-up sheet for Survivor committee Staff Partner business cards Give-away- Hope bracelet
Corporate Sponsorship o o o o o o o o Sponsorship Packets Fight Back Banner sponsorship Ad packets 2007 Programs Specialty sponsorship signs from 2006 Corporate Sponsorship Committee sign-up sheet Staff Partner business cards Give-away- 2006 t-shirts
Mission Delivery o ACS Accomplishments o ACS programs and Services o Hope Lodge o Patient Navigator o Advocacy update-Fight Back Successes like anti smoking legislation, ect. o Health Promotion business cards o Patient Navigator business cards o Mission Delivery raffle basket Publicity/Media o o o o o o o Cable TV Relay Video from 2006 (if available) Storyboard with Newspaper and magazine articles from 2006 PR story/human interest leads form Posters with dates of captains‟ meetings PR committee sign-up sheets Staff Partner‟ business cards Raffle- team interviewed for article in local paper
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Entertainment “leads” sheet with entertainment committee chair contact info Proposed contests for Relay or questionnaire ré interests Entertainment committee sign-up sheet Staff Partner business cards Tabletop contests to enter for raffle prize 0r other ideas
o Individual fundraising- storyboard with examples of letters and online donation emails, one page instruction sheet on individual letter writing o Team fundraising- picture board of examples of pre-relay team fundraising activities. One page instruction sheet on successful team fundraising techniques, have successful teams doing a team fundraiser o Onsite fundraising- picture board of “ onsite fundraising at Relay fun” o Fundraising Guidebook for new teams o Goal (thermometer) poster o Give-away- mini candy bars with money motif i.e. Paydays, 100 Grand Bar, Chocolate coins
Awards/Incentives/ Event Achievements o History of event achievements o Pictures of last years top team and Individual fundraisers
individual pins, Storyboard listing Income level winners from 2006, pictures of winners from 2006 o Individual Incentives- Incentive prize sheets from Relay Gear, samples of incentives o Awards- Information sheet with award categories for 2007, storyboard of 2006 award winners, unclaimed awards from 2006, o Raffle Basket- fun Relay stuff
o Team Captain Milestones o Team Incentives- Income level signs (silver, gold, diamond, platinum, and purple),
Sample Kickoff Invitation
Attached is an invitation that can be printed directly on the blank Relay note cards available on Ariba in the National Materials Catalog (ask your staff partner).