Aids Fundraising Invitation Letter by zde17276

VIEWS: 0 PAGES: 49

More Info
									                                                                    RELAY FOR LIFE TIMELINE 2007/2008
                     THIS TIMELINE SHOULD BE REVIEWED ON A WEEKLY BASIS BY STAFF, EVENT CHAIRS AND COMMITTEE CHAIRS.
Event Date:          Plug in your event date in the following format (ex: 5/14/08) into column A, row 3. Due dates will automatically populate throughout timeline. Benchmarks are highlighted.




                                                                                                                     Responsible
 Weeks Out          Due Date                                        Task                                              Committee         Completed                       Comments/Notes

               51 ########## Send out Email to all Participants to thank them                               Online
               51 ########## Update event greeting page with event results                                  Online
               51 ########## Send post event media release to your local media outlets                      Publicity
               51 ########## Incentive prizes ordered                                                       Staff
               50 ########## Event Surveys compiled into summary report and submitted to AED                Staff
               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                        Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                          Event Chair/Staff
               50 ########## Send Post Event Fundraising Campaign Email                                     Online
               50 ########## All Team Data in Siebel - Submit all CDE forms to FL Data                      Staff
               50 ########## All Team Data in Siebel up-to-date                                             Accounting & Registration
               50 ########## Newsletter #6 written and labels printed                                       Publicity
               50 ########## Work with Publicity Chair on Mission Moment for Newsletter #6                  Mission
                             Order Fundraising Club pins for any teams that did not receive them
               50 ########## earlier                                                                        Staff
               50 ########## Community Visits (every week until event)                                      Staff
                                                                                                            Team Development &
               50 ########## Wrap Up invite printed & labels done                                           Retention
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                         Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                              Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                                 Event Chair/All Chairs
               49 ########## Mail or email Newsletter #6                                                    Publicity/Staff
                             Event Wrap Up invitation mailed or emailed (may be included in newsletter
               49 ########## #6)                                                                            Staff
                                                                                                            Team Development &
               49 ########## All team captain gifts ready for Wrap Up Party                                 Retention
                              Minutes mailed or emailed to committee from past meeting - evaluation
              48.5 ########## information included                                                          Event Co-Chair
               48 ########## Personal thank you note sent to Full Committee & Sponsors                      Staff
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                               Event Chair/All Chairs
               48 ########## Submit all CDE forms to FL Data                                                Staff
               48 ########## Staff Meeting Wrap Up Complete                                                 Staff
               48 ########## Enter post event info into The Connection                                      Staff
               48 ########## Post Event Telephone Survey to teams                                           Team Retention

               48 ########## Mail or email 'thank you' letter (and possibly group photo) to all survivors   Survivorship
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)         Event Chair/All Chairs
               47 ########## Site and date confirmed for following year (if not announced at event)         Event Chair/Staff
               47 ########## Committee Rally invitations mailed or emailed                                  Staff/Event Chair
                             Set appointments with past sponsors to renew if not committed from last
               47 ########## year's proof performance mtg                                                   Sponsorship
                             Continue volunteer recruitment (follow up with interested volunteers from
                             surveys, team captains, survivors, sponsors, current committee, chamber,
               47 ########## community assessment profile and cold calling)                                 Event Chair/Staff
                                                                                                                                                                                                  1
                             Continue developing sponsor prospect list: set ranges and underwriting
               47 ########## opportunities / include contact & asking amount                                Sponsorship
                                                                                                             Responsible
Weeks Out   Due Date                                 Task                                                     Committee            Completed   Comments/Notes
        47 ########## RSVPs due for Event Wrap Up party                                             Event Chair/Staff
                      Partnership Agreement process with Event Chair - review timeline, budget
        47 ########## etc. (see Partnership Agreement form for complete coverage)              Staff

        47 ########## Recruit Event Chair for Upcoming Year (if not done prior to event)            Staff/Event Chair
                      Determine number of volunteers needed for full committee -(all
        47 ########## subcommittee chairs & subcommittee members)                                   Staff/Event Chair
        46 ########## Request report from Data Dept of Teams from LY to work from                   Staff

                      All Siebel entries complete: donors and special event applet: teams, team
        46 ########## members, survivors, sponsors, committee members for current f/y               Staff
                      Hold Committee Meeting to ensure Team Retention Plan is being
        46 ########## implemented                                                                   Team Retention
        46 ########## Introduce Team Pacesetter Program at Wrap-Up                                  Team Development
                      Hold a meeting of key community leaders to determine Community Rally
        46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
        46 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'            Mission
                      Event Wrap Up -invite participants, sponsors, committee, survivors,
                      event day volunteers- everyone: Thank, recruit committee & teams
        46 ########## for next year!                                                                Event Chair/All Chairs
        46 ########## Recruit a survivor to speak at the Committee Rally                     Survivorship
                      For new site: Submit for new Lawson and Siebel codes to Accounting and
        46 ########## Data Depts                                                             Staff
        46 ########## Enter your event details into The Connection                                  Staff
        46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                      Send email campaign to all RFL contacts to ask them to get involved on
        45 ########## the Committee                                                                 Online
                      Follow Up phone calls for Committee Rally invites - did they receive it, do
                      they know the rsvp date? (survivors, team captains, past committee, past
        45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
        45 ########## Committee Rally Agenda Review                                                 Staff/Event Chair
                      Contact last year's team captains for team touch and let them know about      Team Development &
        45 ########## plans for Committee Rally and Team Pacesetter Program                         Retention
                      Proof of Performance packages hand delivered to sponsors (and large in-
                      kind donors) with invitation to renew (Take a survivor with you, ie.
        45 ########## Honorary Chair)                                                               Sponsorship
                      All Team Captains not at Wrap up - called and thanked - let them know         Team Development &
        45 ########## the Committee Rally date                                                      Retention
                                                                                                    Team Development &
        45 ########## Mail or email Team Captain 'touch card'                                       Retention
                                                                                                    Team Development &
        45 ########## Wrap Up Meeting - Recap to everyone on Email Loop                             Retention
       44.5 ########## RSVPs due for Rally                                                          Staff/Event Chair
        44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                      Event Exec. Committee Recruited - (Event Co-Chair, Team
        44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
                                                                                                    Team Development &
        44 ########## Start developing team prospect list                                           Recruitment
       43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
        43 ########## Event Exec. Committee names, addresses, etc. - Entered into Siebel            Staff
        43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
        43 ########## Committee Rally Held                                                          Event Chair/All Chairs
        43 ########## Submit RFL Committee & Volunteer Forms to FL Data                             Staff
                      T.Y. Letter From Survivor Committee & Honorary Chairs To: CEO of
                      Company Teams, Principals and Superintendents from School Teams,
        43 ########## and local officials to thank them for their support of Relay                  Event Chair/Staff
                      Contact top 5 past fundraising teams to set appointment for Systems                                                                       2
        43 ########## Standard Product Line offering                                                Staff
                                                                                                           Responsible
Weeks Out     Due Date                                      Task                                            Committee         Completed   Comments/Notes
        42   ##########   Print materials ordered                                                 Staff/Event Chair
        42   ##########   Partial Promotional materials ordered                                   Staff/Event Chair
        41   ##########   Work with Publicity Chair on Mission Moment for Newsletter #1           Mission
        41   ##########
                      Submit all contracts/permits to Accounting for review                       Staff
                      Newsletter #1 written (include Early Bird Registration form) and labels
        41 ########## printed                                                                     Publicity
        41 ########## Email Campaign to all RFL contacts with Mission Delivery                    Online
        41 ########## Personalize sponsorship packages from Division                              Event Chair/Sponsorship
        41 ########## Volunteers secured for newsletter mailing                                   Publicity
        40 ########## Review team registration process                                            Accounting & Registration
        40 ########## Mail or email Newsletter #1                                                 Publicity/Staff
        39 ########## Team Captain Packets complete                                               Team Development
                      Rally Recap - to all on email loop (adding Emails for all new people at
        38 ########## Relay & Interested Prospects)                                            Event Chair
        38 ########## 75% of committee Chair goal                                              Event Chair/All Chairs
                      Review open positions on committee - Develop prospect list for remaining
        38 ########## open Chair positions                                                     Event Chair
        38 ########## Submit RFL Committee & Volunteer forms to FL Data                        Staff
        38 ########## Set agenda for committee meeting. Timeline Review                         Event Chair
        38 ########## Notice to committee regarding Meeting #1 (with agenda)                    Co-Chair
                      Committee meeting (1): Hold Committee Orientation with MTAM module -
                      set committee meeting dates, team captain meeting dates, Team Early
                      Bird registration date & Team kickoff date. Recruitment Wheel and
                      Presentation training - assign all prospects. Introduce Conf Call Series.
        37 ########## Review event standards.                                                   Event Chair/All Chairs
        37 ########## Review goal setting with full committee (and budget areas)                 Event Chair
        37 ########## Introduce Pacesetter Criteria to Committee                                 Event Chair/Staff
                      Review Preliminary "Materials Needed" with All Chairs and the need for All
        37 ########## Items to be Donated                                                        Event Chair
                                                                                                 Team Development &
        37 ########## Set agenda for Team Captain Early Bird Registration Party                  Retention
                                                                                                 Team Development &
        37 ########## Send Early Bird Registration invites to all past team contacts.            Retention
        37 ########## Submit Committee Mtg schedule to FL Data for Siebel Data Entry              Staff
        37 ########## Finalize sponsorship prospect list (including media)                        Sponsorship
       36.5 ########## Minutes mailed or emailed to committee from past meeting                   Event Co-Chair

        36 ########## Schedule Partnership Agreement time with all remaining committee chairs Event Chair
        36 ########## Begin solicitation of Inkind donors                                     Event Chair/All Chairs
        36 ########## Develop plans based on timeline for each subcommittee                       Event Chair/All Chairs
        36 ########## Set appointments with potential sponsors (including media)                  Sponsorship/Staff
                      Systems Standard Product Line Offering - confirm appointment dates to
        36 ########## top 5 teams                                                                 Staff

                      Contact local doctors' offices dealing with cancer patients or ones likely to
        36 ########## diagnose regarding Relay and recruiting for the survivor ceremony             Survivorship
        36 ########## Set survivor goal with staff partner and event chair                          Survivorship
                                                                                                    Team Development &
        36 ########## Mail or email Team Captain 'touch card'                                       Retention
        35 ########## Submit RFL Committee & Volunteer forms to FL Data                           Staff
                      Enter all teams and participants into Siebel database via Scannable forms -
        35 ########## ongoing basis                                                               Accounting & Registration
        35 ########## 100% of All Committee Chairs Recruited                                      Event Chair/All Chairs
        35 ########## Create Honorary Chair Prospect List                                         Event Chair/All Chairs                                   3
                                                                                                              Responsible
Weeks Out    Due Date                                       Task                                               Committee         Completed   Comments/Notes
                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)          Event Chair/All Chairs
        35 ########## Submit CDE Sponsor Form to FL Data                                              Staff
                      Ask Honorary Chair(s) prospects to become Honorary Chair(s) if not              Event Chair/Survivorship
        35 ########## already secured                                                                 Chair
                      Develop Media Campaign (Make sure this is coordinated with staff to
        35 ########## avoid crossover of Relays within the same media market)                         Publicity/Staff
        35 ########## 25% sponsorship goal achieved                                                   Sponsorship
                      Schedule Team Recruitment Presentations - ongoing until team goal is            Team Development &
        35 ########## met!                                                                            Recruitment
                                                                                                      Team Development &
        34 ########## RSVPs due for Team Capt. Early Bird Registration Party                          Retention
                      Enter All Committees, Team Captains, Sponsors, Participants, Prospects,
        33 ########## etc., into Email Group                                                  Online
                      Hold Team Capt. Early Bird Registration Party - Review Incentive
                      Programs (Incentives, Star Supporter, Fundraising Club), Team           Team Development &
        33 ########## Challenger program and Team Pacesetter Program                          Retention
        33 ########## Set agenda for committee meeting. Timeline Review                               Event Chair
        33 ########## Create and enlarge site map                                                     Logistics
        33 ########## Notice to committee regarding Meeting #2 (with Agenda)                Event Co-Chair
        33 ########## Coordinate feature stories with your publicity chair                  Survivorship
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                Event Chair/All Chairs
        32 ########## Newsletter #2 written and labels printed                                        Publicity/Staff
        32 ########## Set time in your community for visits for next month                            Staff
        32 ########## Work with Publicity Chair on Mission Moment for Newsletter #2                   Mission Chair
                      Take survivor and luminaria forms to doctor's offices, hospitals and clinics.
                      Meet with office manager to help coordinate our recruitment efforts -
        32 ########## continue to check in on them                                                    Survivorship
                      Seek sponsors for underwriting costs of survivor t-shirt, medallions, dinner
        32 ########## reception, pins, etc - coordinate with sponsor Chair                            Survivorship
                                                                                                      Team Development &
        32 ########## Mail or email Team Captain 'touch card'                                         Retention
                      Call all rsvp's for Team Capt. Early Bird Registration Party that were not      Team Development &
        32 ########## there                                                                           Retention
                                                                                                      Team Development &
        32 ########## Confirm location for Event New Team Kickoff                                     Recruitment
        32 ########## Volunteers secured for newsletter mailing                                       Publicity
       31.5 ########## Minutes mailed or emailed to committee from past meeting                       Event Co-Chair
                      Personal Visit to all past teams that didn't attend the Early Bird and that
                      you don't have any definitive answer from - get recommendation if unable        Team Development &
        31 ########## to commit (other team member)                                                   Retention
        31 ########## Send out introductory email to all contacts with link to website                Online
        31 ########## Mail or email Newsletter #2                                                     Publicity/Staff
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                              Event Chair/All Chairs
        30 ########## Submit CDE Sponsor Form to FL Data                                              Staff
        30 ########## 50% sponsorship goal                                                            Sponsorship
        29 ########## Set agenda for committee meeting. Timeline Review                               Event Chair
        29 ########## Finalize mailing list for Team Kickoff                                          Event Chair/All Chairs
                                                                                                      Team Development &
        29 ########## Volunteers secured for Team Kickoff mailing                                     Recruitment
                      Reminder Calls to YES RSVPs for Team Capt. Early Bird Registration              Team Development &
        29 ########## Party                                                                           Retention
        29 ########## Notice to committee regarding meeting #3 (w/agenda)                             Event Co-Chair                                          4
        29 ########## Confirm location for all Team Captain Meetings                                  Team Development
                                                                                                           Responsible
Weeks Out    Due Date                                       Task                                            Committee         Completed   Comments/Notes

        28 ########## Committee Meeting (3): team recruitment (full committee) & team retention   Event Chair/All Chairs
        28 ########## Introduce Team Challenger Program to Committee at Mtg                       Team Development
                      Personally invite sponsors to the Team Kickoff with the opportunity for
        28 ########## some to speak. (See Amenities)                                              Sponsorship
        28 ########## Recruit a survivor to speak at the Team Kickoff                             Survivorship
                                                                                                  Team Development &
        28 ########## Mail and/or email Invites for Team Kickoff                                  Recruitment
        28 ########## Start collecting new names for New Team kickoff                             Event Chair/All Chairs
        28 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'          Mission
        28 ########## Submit first feature story (ACS mission focused) to Local Paper             Publicity
       27.5 ########## Minutes mailed or emailed to committee from past meeting                   Event Co-Chair
        27 ########## Press Release promoting the Team Kickoff sent to media                      Publicity
                      Follow Up calls for Team Kickoff - Did they receive invite , please RSVP    Team Development/Full
        27 ########## by, etc. (Team Recruitment Lead)                                            Committee
                                                                                                  Team Development &
        27 ########## Team touch to paid teams and not paid teams                                 Retention
        27 ########## Begin pre-sales of luminaria - ongoing                                      Luminaria
                      Ensure the team partner companies are assigned to someone to contact        Team Development &
        26 ########## in your community.                                                          Retention
                                                                                                  Team Development &
        26 ########## RSVPs due for Team Kickoff                                                  Recruitment
                      Update All Committees, Team Captains, Sponsors, Participants,
        26 ########## Prospects, etc., into Email Group.                                          Online
                      Send email to all RFL contacts to encourage them to sign up their team
        26 ########## online - include link to webpage                                            Online
                                                                                                  Team Development &
       25.5 ########## Reminder calls to yeses for Team Kickoff                                   Recruitment
                       Enter all teams and participants into Siebel database via Scannable forms Team Development,
        25 ########## or Kintera - ongoing basis                                                 Recruitment & Retention
        25 ########## 75% sponsorship goal                                                        Sponsorship
                      Review Incentive Program at Kickoff (Individuals Incentives, Star
                      Supporter Tees, Fundraising Club pins, Team - most $ raised, Team
        25 ########## Challenger, etc)                                                            Accounting & Registration
                                                                                                  Team Development &
        25 ########## Hold Team Kickoff                                                           Recruitment
                      Send Kickoff follow up Email campaign to Kickoff Attendees to encourage
        25 ########## them to sign up their team online                                          Online
                                                                                                 Team Development,
        25 ########## Assign team mentors to new team captains                                   Recruitment & Retention
                      Schedule meeting between host site officials & Event Chair Logistics Chair Event Chair/Logistics
        25 ########## and Staff Partner                                                          Chair/Staff Partner
        25 ########## Volunteers secured for newsletter mailing                                  Publicity
        24 ########## Set agenda for committee meeting. Timeline Review                           Event Chair
        24 ########## Set your community visit schedule for next month.                           Staff
        24 ########## Work with Publicity Chair on Mission Moment for Newsletter #3.              Mission
                                                                                                  Team Development &
        24 ########## Follow Up phone calls to yes that no showed for Team Kickoff                Recruitment
                                                                                                  Team Development &
        24 ########## Follow up with all Team Kickoff attendees                                   Recruitment
        24 ########## Add important dates (Team Mtgs, T-shirt Deadline etc) to Kintera site       Online
        24 ########## Write Newsletter #3 (save the date for Event kickoff) and print labels      Publicity/Staff
        24 ########## Notice to committee regarding meeting #4 (w/agenda)                         Event Co-Chair
                                                                                                  Team Development &
        24 ########## 25% of Team Goal                                                            Recruitment
                                                                                                  Team Development &
                                                                                                                                                           5
        24 ########## 30% of past teams retained                                                  Retention
        23 ########## Committee Meeting (4): team recruitment.                                    Event Chair/All Chairs
                                                                                                              Responsible
Weeks Out    Due Date                                     Task                                                 Committee          Completed   Comments/Notes
                       Send email to all RFL contacts to encourage them to set up webpages
        23 ########## and send emails - include link to webpage                                      Online
        23 ########## Mail or email Newsletter #3                                                    Publicity/Staff
       22.5 ########## Minutes mailed or emailed to committee from past meeting                      Event Co-Chair

        20 ########## Set agenda for committee meeting. Timeline Review                              Event Chair
        20 ########## Notice to committee regarding meeting #5 (w/agenda)                            Event Co-Chair
        19 ########## Submit CDE Sponsor forms to FL Data                                       Staff
                      Enter all teams and participants into Siebel database via scannable forms
        19 ########## and Kintera - ongoing basis                                               Accounting & Registration
                      Update all teams, sponsors, in kind donors, committee, survivors and
        19 ########## prospects, etc into email loop                                            Online
        19 ########## Committee Meeting (5): team recruitment (full committee).                 Event Chair/All Chairs
        19 ########## 100% of Sponsorship Goal                                                       Sponsorship
                      Obtain logos from all sponsors to be used in print materials (see
        19 ########## amenitites)                                                                    Sponsorship
                      Determine if a second New Team Kickoff is needed. Compile list of              Team Development &
        19 ########## invites.                                                                       Recruitment
        19 ########## Recruit at churches, post the kickoff in their bulletin                        Survivorship
       18.5 ########## Minutes mailed or emailed to committee from past meeting                      Event Co-Chair
        18 ########## Print posters and brochures with event sponsors                                Publicity / Staff
        18 ########## Mail or email Team Captain 'touch card'                                        Team Development
                      Training complete for all money counters / collectors for coding and
        17 ########## accounting procedures for bank nights                                          Accounting & Registration
        17 ########## Begin to determine contests you will have and the judging criteria             Activities & Entertainment
                      Send email to all RFL contacts to encourage them to set up webpages
        17 ########## and send emails - include link to webpage.                                     Online
        17 ########## Set your community visit schedule for next month.                              Staff
                      Work with logistics in coordinating the needs of the entertainment,
        17 ########## performers, games and contests - (ongoing)                                     Activities & Entertainment
                      Work with sponsorship to secure any prizes needed for games and
        17 ########## competitions                                                                   Activities & Entertainment
                      Work with Survivorship and Luminaria on speakers and music for opening
        17 ########## ceremony and luminaria ceremony                                                Activities & Entertainment
        17 ########## Submit second feature story (ACS mission focused) to local paper               Publicity

        16 ########## Prepare schedule of activities and criteria for contests for next newsletter   Activities & Entertainment
        16 ########## Set agenda for committee meeting. Timeline Review                              Event Chair
        16 ########## Submit RFL Team Partner forms to FL Data                                  Staff
                      Preliminary Walk through of facility: bathrooms, water, power, PA system,
        16 ########## etc.                                                                      Logistics
        16 ########## Notice to committee regarding meeting #6 (w/agenda)                       Event Co-Chair
        16 ########## 25% of survivors registered                                                    Survivorship
                                                                                                     Team Development &
        16 ########## 50% of Team Goal                                                               Recruitment
                                                                                                     Team Development &
        16 ########## 60% of past teams retained                                                     Retention
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
        15 ########## Distribute collateral materials throughout the community                       Publicity
        15 ########## Press Release prompting Team Meeting                                           Publicity
        15 ########## Reminder phone call to team captains for meeting                               Team Development
        15 ########## Work with Publicity Chair on Mission Moment for Newsletter #4                  Mission
        15 ########## Write Newsletter #4 (after kickoff) and print labels                           Team Development
                                                                                                                                                               6
                      Day of Event Volunteers, begin coordinating with subcommittees on their
        15 ########## needs & begin recruiting                                                       Logistics
                                                                                                             Responsible
Weeks Out    Due Date                                   Task                                                  Committee          Completed   Comments/Notes
        15 ########## Volunteers secured for newsletter mailing                                     Publicity
       14.5 ########## Minutes mailed or emailed to committee from past meeting                     Event Co-Chair
        14 ########## Submit Team Mtg schedule to FL Data                                           Staff
                      Review incentive prizes, cash receipts and participant vs. team captain
        14 ########## envelopes at Team meeting                                                     Accounting & Registration
                                                                                                    Team Development &
        14 ########## If 2nd New Team Kickoff Needed, send out invites                              Recruitment
        14 ########## Work with subcommittees to plan activities, ceremonies, etc                   Event Chair
        14 ########## Mail or email Newsletter #4                                                   Publicity/Staff
        14 ########## Media Advertisements confirmed & begin running                                Publicity/Staff
        14 ########## Team Meeting (1) Review Event Standards                                       Team Development
        14 ########## Discuss individual and Team Goal Setting at Team Mtg.                         Team Development
        14 ########## Introduce Challenger Program at Team Mtg                                      Team Development
        14 ########## Do an ACS mission message for the Team Meeting.                               Mission
       13.5 ########## Team Meeting Recap to all registered participants                            Team Development
        13 ########## Email Campaign to all RFL contacts with link to online webpage                Online
        13 ########## Set agenda for committee meeting. Timeline Review                             Event Chair
        13 ########## Notice to committee regarding meeting #7 (w/agenda)                           Event Co-Chair
                                                                                                    Team Development,
        13 ########## Assign team mentors to new team captains                                      Recruitment & Retention
        12 ########## Set your community visit schedule for next month.                             Staff
        12 ########## Arrange for on-stage and off-stage entertainment.                             Activities & Entertainment
        12 ########## Committee Meeting (7)                                                         Event Chair/All Chairs
        12 ########## Arrange for portable toilets (donated) if necessary                           Logistics
                      Arrange for Volunteers or other organization to clean up the site after the
        12 ########## event.                                                                        Logistics
                                                                                                    Team Development &
        12 ########## RSVPs due for 2nd kickoff (if needed) - Reminder calls to kickoff invites     Recruitment
        12 ########## Arrange to get dumpsters donated, if necessary                                Logistics

        12 ########## Prepare a description of available parking and campsite size for newsletter Logistics
        12 ########## Recruit Volunteers for traffic control and security                         Logistics
        12 ########## Submit RFL CDE Team Partner forms to FL Data                                  Staff
        12 ########## Press Release highlighting a team story to media                              Publicity
                      Reminder phone call or email to team captains for meeting; progress of
        12 ########## fundraising                                                                   Team Development
                                                                                                    Team Development &
        12 ########## 75% of Team Goal                                                              Recruitment
                                                                                                    Team Development &
        12 ########## Team Blitz if not at 75% of Team Goal (weeks 12-10)                           Recruitment
        12 ########## Luminaria Email Campaign to LY purchasers and all RFL contacts                Online
        12 ########## Volunteers confirmed for luminaria mailing and survivor invite mailing        Luminaria & Survivor
       11.5 ########## Minutes mailed or emailed to committee from past meeting                     Event Co-Chair
        11 ########## Take luminaria bags to area schools - decorate by 6 weeks out                 Luminaria
        11 ########## Submit feature story (ACS mission focused) to local paper                     Publicity
                                                                                                    Team Development &
        11 ########## Hold 2nd Kickoff if needed                                                    Recruitment
        11 ########## Team Meeting (2)                                                              Team Development
        11 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'            Mission
        11 ########## Do an ACS mission message for the Team Meeting                                Mission
       10.5 ########## Team Meeting Recap to all registered participants                            Team Development
        10 ########## Email Campaign to all RFL contacts with link to online webpage                Online
                                                                                                                                                              7
        10 ########## Add important dates (Team Mtgs, T-shirt Deadline etc) to Kintera site         Online
        10 ########## Determine advocacy involvement with survivorship reception                    Advocacy
                                                                                                                Responsible
Weeks Out   Due Date                                  Task                                                       Committee          Completed   Comments/Notes
        10 ########## Set agenda for committee meeting. Timeline Review                                Event Chair
                      Luminaria mailing to all Luminaria purchasers from last year, survivors,
        10 ########## teams and all contacts                                                           Luminaria
                      Distribute collateral materials throughout the community (second round,
        10 ########## replenish low supplies)                                                          Publicity
        10 ########## Notice to committee regarding meeting #8 (w/agenda)                          Event Co-Chair
                      Survivor mailing - registration and invite to reception - (Ask for RSVP by 6
        10 ########## weeks out from Event for T-Shirt Ordering)                                   Survivorship
                                                                                                   Team Development &
        10 ########## Mail Team Captain 'touch card'                                               Retention
            9 ########## Committee Meeting (8)                                                       Event Chair/All Chairs
                         Begin organizing volunteers to help with writing names & selling luminarias
            9 ########## at the event - and setting up the bags                                      Luminaria
            9 ########## Begin writing names on luminaria bags or inputting for labels                 Luminaria
            9 ########## Press Release promoting the Team Meeting sent to media                        Publicity
                         Set up Radio & TV Interviews (work with other Relay sites within same
            9 ########## market area)                                                                  Publicity
                         Reminder phone call to team captains for meeting & T-shirts, registration
            9 ########## due date                                                                      Team Development
                                                                                                       Team Development &
          9 ########## Phone follow up calls to teams from Team Blitz                                  Recruitment
        8.5 ########## Minutes mailed or emailed to committee from past meeting                        Event Co-Chair
                       Attend team meeting to review schedule of activities and entertainment
          8 ########## and review contests and judging criteria                                        Activities & Entertainment
            8 ########## Work with logistics chair to get sound, light and stage donated               Activities & Entertainment
            8 ########## Legislators invited to event                                                  Advocacy
            8 ########## Recruit Team Retention Chair for next year                                    Team Development
            8 ########## Set agenda for committee meeting. Timeline Review                             Event Chair
            8 ########## Arrange for Donation of items on the suggested materials list                 Logistics
                         Recruit volunteers for set-up and take-down at event - Work with
            8 ########## Volunteer Recruitment Chairs                                                  Logistics
            8 ########## Notice to committee regarding meeting #9 (w/agenda)                           Event Co-Chair
                         Give each team captain at the third team meeting - 5 invitations to
            8 ########## personally invite cancer survivors to the pre-event reception                 Survivorship
            8 ########## Team Meeting (3)                                                              Team Development

          8 ########## Educate Team Captains at Team Meeting about ACS Advocacy Efforts                Advocacy
          8 ########## Do an ACS mission message for the Team Meeting                                  Mission
        7.5 ########## Team Meeting Recap to all registered participants                               Team Development
            7 ########## Email Campaign to all RFL contacts with link to online webpage                Online
                         Work with team development to collect t-shirt orders from Siebel and
            7 ########## submit to staff partner                                                       Accounting & Registration
            7 ########## All entertainment, activities and onsite fundraisers confirmed                Activities & Entertainment
                         Work with staff partner to order or make plaques, certificates & / or other
            7 ########## awards needed during Relay for Activities                                     Activities & Entertainment
            7 ########## Committee Meeting (9)                                                         Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                                Event Chair/All Chairs
            7 ########## Submit feature ACS mission focused story to media                             Publicity
            7 ########## All sponsor logos for t-shirts submitted to staff partner                     Sponsorship
            7 ########## 50% of survivor goal                                                          Survivorship
            7 ########## Follow up calls for survivor reception & T-Shirts - Yes                       Survivorship
          7 ########## RSVPs due for survivor mailing - T-shirt sizes and Reception                    Survivorship
        6.5 ########## Minutes mailed or emailed to committee from past meeting                        Event Co-Chair
            6 ########## Recruit a master of ceremonies                                                Activities & Entertainment                                8
            6 ########## Set agenda for committee meeting. Timeline Review                             Event Chair
            6 ########## Include ACS Advocacy Message in Newsletter #5                                 Advocacy
                                                                                                               Responsible
Weeks Out        Due Date                                       Task                                            Committee           Completed   Comments/Notes
            6   ##########   Work with Publicity Chair on Mission Moment for Newsletter #5             Mission
            6   ##########   Submit RFL Team Partner CDE form for all Team Partners to FL Data         Staff
            6   ##########   Newsletter #5 written and labels printed                                  Publicity/Staff
            6   ##########   Notice to committee regarding meeting #10 (w/agenda)                      Event Co-Chair
            6   ##########
                         Order T-shirts (Committee, Team and Survivor)                          Staff
                         Succession plan in place for Event Chair and Event Executive Committee
            6 ########## (Chair in training)                                                    Staff/Event Chair
                                                                                                Team Development &
            6 ########## Ensure Team Retention Chair for 08-09 in in place and trained          Retention
            6 ########## Handwritten Thank You notes to your team captains.                     Survivorship
                                                                                                Team Development &
            6 ########## 100% of Team Goal                                                      Recruitment
                         Reminder phone call to Team Captains for Mtg - fundraising? Contests
            6 ########## being entered?, Bank Night, etc                                        Team Development
            6 ########## Volunteers secured for newsletter mailing                              Publicity
            5 ########## Committee Meeting (10)                                                        Event Chair/All Chairs

          5 ########## Materials List Reviewed with All Committee Chairs (Need items Donated)          Event Chair
          5 ########## Mail or email Newsletter #5                                                     Publicity/Staff
        4.5 ########## Minutes mailed or emailed to committee from past meeting                        Event Co-Chair
            4 ########## Final review of Incentive program at Team meeting                             Accounting & Registration
            4 ########## Security Confirmed for Event                                                  Accounting & Registration
                         All Accounting Volunteers: Accounting Procedures reviewed & all trained
            4 ########## for Bank Night                                                                Accounting & Registration
            4 ########## All speakers confirmed for ceremonies                                         Activities & Entertainment
            4 ########## Implement Team Retention Plan and recruit Committee members                   Team Retention
            4 ########## Provide master schedule to Event Chair                                        Activities & Entertainment
            4 ########## Set agenda for committee meeting. Timeline Review                              Event Chair
                         Arrange for all necessary materials to be transported to and from the site
            4 ########## (signs, water, tents, etc)                                                     Logistics
                         Make up schedule for volunteers who will periodically fill toilet paper, clean
            4 ########## bathrooms and collect trash.                                                   Logistics
            4 ########## Pre-event meeting with site officials                                         Logistics & Staff Partner
                         Walk through the site for exact placement of logistical support, medical,
            4 ########## committee head quarters, etc                                                  Logistics
            4 ########## All Directional & Informational Signs Made or Ordered                         Logistics
            4 ########## Walkie-Talkies (if needed) Secured                                            Logistics
            4 ########## Sand/Candles, Bags & Labels in Place                                          Luminaria
            4 ########## Confirm all Luminaria Ceremony speakers, singers, etc                         Luminaria
            4 ########## Distribute collateral materials throughout community - third round            Publicity
            4 ########## Notice to committee regarding meeting #11 (w/agenda)                          Event Co-Chair
                         Contact all sponsors for their banners to be displayed at event & discuss
            4 ########## introductions at event                                                        Sponsorship

            4 ########## Order or make sponsor awards and team awards for day of presentation          Sponsorship

            4 ########## All Sponsor Signs and Track Markers Ordered (Work with Logistics Chair) Sponsorship
            4 ########## Order Team Challenger Jackets                                           Team Development & Staff
            4 ########## Order any remaining budgeted supplies that were not donated                   Staff
                         Onsite Distribution Plan Developed for Survivor Tees, Medals, Sashes,
            4 ########## Etc.                                                                          Survivorship
                                                                                                       Accounting &
            4 ########## Determining number of Star Supporter and place order for their shirts         Registration/Staff
                         Determine number of Fundraising Club Teams and order their track              Accounting &
            4 ########## markers and pins                                                              Registration/Staff                                        9
                                                                                                              Responsible
Weeks Out      Due Date                                      Task                                              Committee          Completed   Comments/Notes
                         Develop plan to capture all registered survivors attending and any new
            4 ########## survivors not yet registered                                                Survivorship
            4 ########## Provide master schedule and script to event chair and committee             Survivorship
            4 ########## Do an ACS mission focused message for the Team Meeting                      Mission
          4 ########## Team Meeting (4)                                                         Team Development
                       Collect Job Descriptions & Time Schedule for Event Day Volunteers from
          4 ########## Committee Chairs                                                         Logistics
                       Team Meeting Recap to all registered participants (sponsors & committee)
        3.5 ########## via email                                                                Team Development
            3 ########## Email Campaign to all RFL contacts with link to online webpage              Online
            3 ########## Do introductory phone calls to assigned teams                               Team Retention
            3 ########## Assemble event program                                                      Activities & Entertainment
            3 ########## Submit CDE Volunteer form for each day of volunteer to FL Data              Staff
            3 ########## Develop Working The Track Plan                                           Team Retention/All Chairs
                         All scripting complete: luminaria ceremony, opening and closing ceremony
            3 ########## and survivor reception                                                   Activities & Entertainment
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                      Event Chair/All Chairs
            3 ########## 75% of survivor goal                                                        Survivorship
            3 ########## 100% of Event Day volunteers recruited                                      Logictics
        2.5 ########## Minutes mailed or emailed to committee from past meeting                      Event Co-Chair
        2.5 ########## Reminder phone call to team captains for Bank Night                           Team Development
                       Follow up calls to confirm all entertainment (you should have some written
          2 ########## confirmation in place)                                                        Activities & Entertainment
          2 ########## Set agenda for committee meeting. Timeline Review                             Event Chair
            2 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'          Mission
                         Follow up calls to confirm all vendors (have a written agreement for
            2 ########## deliveries)                                                                 Logistics
            2 ########## Team Touch thanking them for their upcoming participation in Relay          Team Retention
            2 ########## All scripting complete for luminaria ceremony                               Luminaria
            2 ########## Program to Printer (or Xerox)                                               Publicity
                         Determine if there are any other Star Supporters or Fundraising Club        Accounting &
            2 ########## teams - order their shirts, track markers and pins for Wrap Up              Registration/Staff
                         Email Campaign to all RFL contacts with link to online webpage - last
            2 ########## push                                                                        Online
            2 ########## Submit Team feature story to media                                          Publicity
            2 ########## Notice to committee regarding meeting #12                                   Event Co-Chair
                         Personalize your following year's timeline with date and begin to review
            2 ########## tasks                                                                       Staff/Event Chair
            2 ########## Reminder calls for survivor reception                                       Survivorship
                                                                                                     Team Development/
            2 ########## Bank Night                                                                  Accounting & Registration
            2 ########## Distribute Job Descriptions & time schedule to event day volunteers         Logistics
            1 ########## Obtain cash needed for change at luminaria sales table                      Accounting & Registration
                         Submit list of Under 18 Youth participants (See Guidelines in Student       Accounting & Registration/
            1 ########## Involvement Guide)                                                          Team Development

            1 ########## Committee Meeting (12): Onsite: Logistics Review Event Day - Volunteers Event Chair/All Chairs
                         Develop Logistics list of vendors, contacts, phone numbers, items being
                         delivered and times for delivery - Prepare copies and share w/event chair
            1 ########## and staff                                                                 Logistics
            1 ########## Publicity flyers distributed within neighborhood (Inviting them to Event)   Publicity
            1 ########## Send email that includes a survival/what to bring list                      Online
            1 ########## Reminder call to sponsors regarding the event                             Sponsorship
                         Pack Office Crisis Manual for event - All Onsite Documents in one place -                                                             10
            1 ########## insurance, worker's comp, etc                                             Staff
                                                                                                           Responsible
Weeks Out      Due Date                                     Task                                            Committee            Completed   Comments/Notes
            1 ########## Follow Up calls to survivors missing reception                             Survivorship
                         Hold Pre-event Survivor Reception and T-shirt pickup - This can be
            1 ########## anywhere from 1 month out to 1 week out                                    Survivorship

                         Phone calls to team captains who haven't picked up T-shirts yet - re: raise
            1 ########## more money to receive the T-shirt or come pick them up prior to event.      Team Development
                                                                                                     Team Development &
            1 ########## Mail or email Team Captain 'touch card'                                     Retention
            1 ########## Agenda set for Onsite Team Captain Mtg.                                    Team Development
                         Awards List Determined for Closing Ceremonies and Awards Ready for
            1 ########## Distribution                                                               Team Development
                         Develop list of Event Day Volunteers with phone #s and job descriptions
            1 ########## (Share a copy with Logistics Staff)                                        Team Development
            1 ########## Committee Gifts and Event Chair gifts - order for Participant Wrap Up      Team Development
        0.5 ########## Finalize all activities                                                      Activities & Entertainment
        0.5 ########## Final logistics walk thru for risk hazards - mark or remove them.            Logistics & Staff Partner
        0.5 ########## Minutes mailed or emailed to committee from past meeting.                    Event Co-Chair
                       Sponsor list & Comments Submitted to Chair for Opening and Closing
        0.5 ########## Ceremony                                                                     Sponsorship
                                                                                                    Team Development/
        0.5 ########## Final Bank Night & T-shirt pickup                                            Accounting & Registration
        0.4 ########## Phone Call to All media of upcoming event                                    Publicity
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                    Event Chair/All Chairs
                       Email Campaign to all RFL Contacts with link to online webpage with last
        0.2 ########## minute logistics                                                             Online
        0.1 ########## Finalize packing all items necessary for the event                           Logistics
                             Run final Siebel reports of team money raised, luminaria sales,
            0   1/0/1900     sponsorship and total money raised. (w/staff assistance).              Accounting & Registration
            0   1/0/1900     Ensure that all Registration Forms are Accurate & Waivers are Signed   Accounting & Registration
            0   1/0/1900     Implement Work The Track Plan & distribute participant surveys.        Team Retention
            0   1/0/1900     Invitation to Wrap Up distributed to all participants                  Team Retention
            0   1/0/1900     Recognize Team Challenger recipients                                   Team Development
            0   1/0/1900     Recognize Team Pacesetters                                             Team Development
            0   1/0/1900     Ensure that all Registration Forms are Accurate & Waivers are Signed   Accounting & Registration
            0   1/0/1900     Announce Wrap Up Date & Early Bird Information                         Event Chair
            0   1/0/1900     Sponsor Photos taken for Proof of Performance                          Publicity
            0   1/0/1900     100% of survivor goal                                                  Survivorship
            0   1/0/1900     Take a photo of all of your survivors - before or after opening lap    Survivorship
            0   1/0/1900     Mission message at Onsite Team Captain Meeting                         Mission
            0   1/0/1900     Have each survivor do their own luminaria bag at the event             Survivorship
            0   1/0/1900     Onsite Team Captain Mtg                                                Team Development

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                              11
                                                                 RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                            Benchmark Timeline


                                                                                                               Responsible
 Weeks Out        Due Date                                       Task                                           Committee           Completed   Comments/Notes

              51 ########## Incentive prizes ordered                                                   Staff
              50 ########## Final Budget complete from past event                                      Event Chair/Staff
                            All thank you notes and acknowledgement letters sent bv Committee
                            Chairs to their area of responsibility: survivors, team captains,
              49 ########## subcommittee members, sponsors & event day volunteers.                     Event Chair/All Chairs
              49 ########## Committee Chair's Wrap Up Meeting                                    Event Chair/All Chairs
                            Succession Planning Review Meeting - may be held with Committee Wrap
              49 ########## up or separate                                                       Event Chair/All Chairs
              49 ########## Mail or email Newsletter #6                                                Publicity/Staff
              48 ########## Staff Meeting Wrap Up Complete                                             Staff
              48 ########## Post Event Telephone Survey to teams                                     Team Retention
                            Set appointments with past sponsors to renew if not committed from last
              47 ########## year's proof performance mtg                                             Sponsorship
                            Partnership Agreement process with Event Chair - review timeline, budget
              47 ########## etc. (see Partnership Agreement form for complete coverage)              Staff

              47 ########## Recruit Event Chair for Upcoming Year (if not done prior to event)         Staff/Event Chair
              46 ########## Introduce Team Pacesetter Program at Wrap-Up                               Team Development
                            Event Wrap Up -invite participants, sponsors, committee, survivors,
                            event day volunteers- everyone: Thank, recruit committee & teams
              46 ########## for next year!                                                             Event Chair/All Chairs
              46 ########## Finalize Budget for Upcoming Relay                                       Staff/Event Chair/All Chairs
                            Contact last year's team captains for team touch and let them know about Team Development &
              45 ########## plans for Committee Rally and Team Pacesetter Program                    Retention
                                                                                                     Team Development &
              45 ########## Mail or email Team Captain 'touch card'                                  Retention
                            Event Exec. Committee Recruited - (Event Co-Chair, Team
              44 ########## Development, Survivor & Sponsor)                                         Event Chair/All Chairs
                                                                                                     Team Development &
              44 ########## Start developing team prospect list                                      Recruitment
              43 ########## 50% of Committee Chairs Recruited                                        Event Chair/All Chairs
              43 ########## Committee Rally Held                                                       Event Chair/All Chairs
                            Contact top 5 past fundraising teams to set appointment for Systems
              43 ########## Standard Product Line offering                                             Staff
              41 ########## Personalize sponsorship packages from Division                             Event Chair/Sponsorship
              40 ########## Mail or email Newsletter #1                                                Publicity/Staff
              38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                            Committee meeting (1): Hold Committee Orientation with MTAM module -
                            set committee meeting dates, team captain meeting dates, Team Early
                            Bird registration date & Team kickoff date. Recruitment Wheel and
              37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs                                          12
              37 ########## Introduce Pacesetter Criteria to Committee                                 Event Chair/Staff
                                                                                                         Responsible
Weeks Out   Due Date                                        Task                                          Committee         Completed   Comments/Notes

        36 ########## Schedule Partnership Agreement time with all remaining committee chairs Event Chair
                                                                                              Team Development &
        36 ########## Mail or email Team Captain 'touch card'                                 Retention
        35 ########## 100% of All Committee Chairs Recruited                                Event Chair/All Chairs
        35 ########## 25% sponsorship goal achieved                                         Sponsorship
                      Hold Team Capt. Early Bird Registration Party - Review Incentive
                      Programs (Incentives, Star Supporter, Fundraising Club), Team         Team Development &
        33 ########## Challenger program and Team Pacesetter Program                        Retention
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                Event Chair/All Chairs
                                                                                            Team Development &
        32 ########## Mail or email Team Captain 'touch card'                               Retention
        31 ########## Send out introductory email to all contacts with link to website          Online
        31 ########## Mail or email Newsletter #2                                               Publicity/Staff
        30 ########## 50% sponsorship goal                                                      Sponsorship
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                 Event Chair/All Chairs
        28 ########## Introduce Team Challenger Program to Committee at Mtg                     Team Development
                                                                                                Team Development &
        28 ########## Mail and/or email Invites for Team Kickoff                                Recruitment
                                                                                                Team Development &
        27 ########## Team touch to paid teams and not paid teams                               Retention
                                                                                                Team Development &
        26 ########## RSVPs due for Team Kickoff                                                Recruitment
        25 ########## 75% sponsorship goal                                                      Sponsorship
                      Review Incentive Program at Kickoff (Individuals Incentives, Star
                      Supporter Tees, Fundraising Club pins, Team - most $ raised, Team
        25 ########## Challenger, etc)                                                          Accounting & Registration
                                                                                                Team Development &
        25 ########## Hold Team Kickoff                                                         Recruitment
                                                                                                Team Development &
        24 ########## 25% of Team Goal                                                          Recruitment
                                                                                                Team Development &
        24 ########## 30% of past teams retained                                                Retention
        23 ########## Committee Meeting (4): team recruitment.                                  Event Chair/All Chairs
        23 ########## Mail or email Newsletter #3                                               Publicity/Staff
        19 ########## Committee Meeting (5): team recruitment (full committee).                 Event Chair/All Chairs
        19 ########## 100% of Sponsorship Goal                                                  Sponsorship
        18 ########## Mail or email Team Captain 'touch card'                                   Team Development
        16 ########## 25% of survivors registered                                               Survivorship
                                                                                                Team Development &
        16 ########## 50% of Team Goal                                                          Recruitment
                                                                                                Team Development &
        16 ########## 60% of past teams retained                                                Retention
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
                                                                                                                                                         13
        14 ########## Mail or email Newsletter #4                                               Publicity/Staff
        14 ########## Team Meeting (1) Review Event Standards                                   Team Development
                                                                                                           Responsible
Weeks Out   Due Date                                   Task                                                 Committee           Completed   Comments/Notes
        14 ########## Discuss individual and Team Goal Setting at Team Mtg.                         Team Development
        14 ########## Introduce Challenger Program at Team Mtg                                      Team Development
        12 ########## Committee Meeting (7)                                                         Event Chair/All Chairs
                                                                                                    Team Development &
        12 ########## 75% of Team Goal                                                              Recruitment
                                                                                                    Team Development &
        12 ########## Team Blitz if not at 75% of Team Goal (weeks 12-10)                           Recruitment
        11 ########## Team Meeting (2)                                                             Team Development
                      Survivor mailing - registration and invite to reception - (Ask for RSVP by 6
        10 ########## weeks out from Event for T-Shirt Ordering)                                   Survivorship
                                                                                                   Team Development &
        10 ########## Mail Team Captain 'touch card'                                               Retention
            9 ########## Committee Meeting (8)                                                      Event Chair/All Chairs
            8 ########## Team Meeting (3)                                                           Team Development
            7 ########## Committee Meeting (9)                                                      Event Chair/All Chairs
            7 ########## 50% of survivor goal                                                       Survivorship
            6 ########## Order T-shirts (Committee, Team and Survivor)                          Staff
                         Succession plan in place for Event Chair and Event Executive Committee
            6 ########## (Chair in training)                                                    Staff/Event Chair
                                                                                                Team Development &
            6 ########## Ensure Team Retention Chair for 08-09 in in place and trained          Retention
                                                                                                Team Development &
            6 ########## 100% of Team Goal                                                      Recruitment
            5 ########## Committee Meeting (10)                                                     Event Chair/All Chairs
            5 ########## Mail or email Newsletter #5                                                Publicity/Staff
            4 ########## Final review of Incentive program at Team meeting                          Accounting & Registration
            4 ########## Implement Team Retention Plan and recruit Committee members                Team Retention

            4 ########## All Sponsor Signs and Track Markers Ordered (Work with Logistics Chair) Sponsorship
            4 ########## Order Team Challenger Jackets                                           Team Development & Staff
                                                                                                 Accounting &
            4 ########## Determining number of Star Supporter and place order for their shirts   Registration/Staff
                         Determine number of Fundraising Club Teams and order their track        Accounting &
            4 ########## markers and pins                                                        Registration/Staff
            4 ########## Team Meeting (4)                                                           Team Development
            3 ########## Do introductory phone calls to assigned teams                              Team Retention
            3 ########## Develop Working The Track Plan                                             Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                        Event Chair/All Chairs
            3 ########## 75% of survivor goal                                                       Survivorship
            3 ########## 100% of Event Day volunteers recruited                                     Logictics
                         Personalize your following year's timeline with date and begin to review
            2 ########## tasks                                                                      Staff/Event Chair
                                                                                                    Team Development/
            2 ########## Bank Night                                                                 Accounting & Registration
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                                 Event Chair/All Chairs
                                                                                                                                                             14
                         Hold Pre-event Survivor Reception and T-shirt pickup - This can be
            1 ########## anywhere from 1 month out to 1 week out                                    Survivorship
                                                                                              Responsible
Weeks Out       Due Date                                    Task                               Committee            Completed   Comments/Notes
                                                                                        Team Development &
            1 ########## Mail or email Team Captain 'touch card'                        Retention
                                                                                        Team Development/
        0.5 ########## Final Bank Night & T-shirt pickup                                Accounting & Registration
          0  1/0/1900 Implement Work The Track Plan & distribute participant surveys.   Team Retention
            0   1/0/1900    Recognize Team Challenger recipients                        Team Development
            0   1/0/1900    Recognize Team Pacesetters                                  Team Development
            0   1/0/1900    100% of survivor goal                                       Survivorship
            0   1/0/1900    Onsite Team Captain Mtg                                     Team Development

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                 15
                                                                    RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                      Accounting - Registration Timeline


                                                                                                                   Responsible
 Weeks Out            Due Date                                      Task                                            Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                        Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                          Event Chair/Staff
               50 ########## All Team Data in Siebel up-to-date                                             Accounting & Registration
                                All thank you notes and acknowledgement letters sent bv Committee
                                Chairs to their area of responsibility: survivors, team captains,
               49    ########## subcommittee members, sponsors & event day volunteers.                      Event Chair/All Chairs
               49    ########## Committee Chair's Wrap Up Meeting                                           Event Chair/All Chairs
                                Succession Planning Review Meeting - may be held with Committee Wrap
               49    ########## up or separate                                                              Event Chair/All Chairs
                                Minutes mailed or emailed to committee from past meeting - evaluation
              48.5   ########## information included                                                        Event Co-Chair
                                Mailing list submitted for Committee Rally invite (include team captains,
               48    ########## survivors, sponsors & past interested committee)                            Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)         Event Chair/All Chairs
               47 ########## Site and date confirmed for following year (if not announced at event)         Event Chair/Staff
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                              Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                 Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                             Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                    Event Chair/All Chairs
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                 Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                               Event Chair/All Chairs
                                                                                                            Team Development &
                44 ########## Start developing team prospect list                                           Recruitment
              43.5 ########## Reminder calls for "yes" to Committee Rally                                   Event Chair/All Chairs
                43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
               43 ########## Committee Rally Held                                                           Event Chair/All Chairs
                             T.Y. Letter From Survivor Committee & Honorary Chairs To: CEO of
                             Company Teams, Principals and Superintendents from School Teams,
               43 ########## and local officials to thank them for their support of Relay                   Event Chair/Staff
               40 ########## Review team registration process                                     Accounting & Registration
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs                                                16
               36 ########## Begin solicitation of Inkind donors                                            Event Chair/All Chairs
                                                                                                         Responsible
Weeks Out   Due Date                                    Task                                              Committee           Completed   Comments/Notes
        36 ########## Develop plans based on timeline for each subcommittee                       Event Chair/All Chairs
                      Enter all teams and participants into Siebel database via Scannable forms
        35 ########## - ongoing basis                                                           Accounting & Registration
        35 ########## 100% of All Committee Chairs Recruited                                    Event Chair/All Chairs
        35 ########## Create Honorary Chair Prospect List                                         Event Chair/All Chairs

                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                   Event Chair/All Chairs
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                       Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                      Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                   Event Chair/All Chairs
        28 ########## Start collecting new names for New Team kickoff                             Event Chair/All Chairs
                      Review Incentive Program at Kickoff (Individuals Incentives, Star
                      Supporter Tees, Fundraising Club pins, Team - most $ raised, Team
        25 ########## Challenger, etc)                                                            Accounting & Registration
        23 ########## Committee Meeting (4): team recruitment.                                  Event Chair/All Chairs
                      Enter all teams and participants into Siebel database via scannable forms
        19 ########## and Kintera - ongoing basis                                               Accounting & Registration
        19 ########## Committee Meeting (5): team recruitment (full committee).                 Event Chair/All Chairs
                      Training complete for all money counters / collectors for coding and
        17 ########## accounting procedures for bank nights                                    Accounting & Registration
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
                      Review incentive prizes, cash receipts and participant vs. team captain
        14 ########## envelopes at Team meeting                                                Accounting & Registration
        12 ########## Committee Meeting (7)                                                       Event Chair/All Chairs
         9 ########## Committee Meeting (8)                                                       Event Chair/All Chairs
                      Work with team development to collect t-shirt orders from Siebel and
         7 ########## submit to staff partner                                                     Accounting & Registration
            7 ########## Committee Meeting (9)                                                    Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                           Event Chair/All Chairs
            5 ########## Committee Meeting (10)                                                  Event Chair/All Chairs
            4 ########## Security Confirmed for Event                                            Accounting & Registration
                         All Accounting Volunteers: Accounting Procedures reviewed & all trained
            4 ########## for Bank Night                                                          Accounting & Registration
                                                                                                 Accounting &
            4 ########## Determining number of Star Supporter and place order for their shirts   Registration/Staff
                         Determine number of Fundraising Club Teams and order their track        Accounting &
            4 ########## markers and pins                                                        Registration/Staff
            3 ########## Develop Working The Track Plan                                           Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                      Event Chair/All Chairs
                         Determine if there are any other Star Supporters or Fundraising Club     Accounting &
                                                                                                                                                           17
            2 ########## teams - order their shirts, track markers and pins for Wrap Up           Registration/Staff
                                                                                                         Responsible
Weeks Out       Due Date                                     Task                                         Committee            Completed   Comments/Notes
                                                                                                  Team Development/
          2 ########## Bank Night                                                                 Accounting & Registration
          1 ########## Obtain cash needed for change at luminaria sales table                     Accounting & Registration
                       Submit list of Under 18 Youth participants (See Guidelines in Student      Accounting & Registration/
          1 ########## Involvement Guide)                                                         Team Development
                       Committee Meeting (12): Onsite: Logistics Review Event Day -
          1 ########## Volunteers                                                                 Event Chair/All Chairs
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                  Event Chair/All Chairs
                           Run final Siebel reports of team money raised, luminaria sales,
            0   1/0/1900   sponsorship and total money raised. (w/staff assistance).              Accounting & Registration
            0   1/0/1900   Ensure that all Registration Forms are Accurate & Waivers are Signed   Accounting & Registration
            0   1/0/1900   Ensure that all Registration Forms are Accurate & Waivers are Signed   Accounting & Registration

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                            18
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                    Activities & Entertainment Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                       Task                                            Committee        Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
                44 ########## Schedule Partnership Agreement Time with Event Exec. Committee               Event Chair/All Chairs
                              Event Exec. Committee Recruited - (Event Co-Chair, Team
                44 ########## Development, Survivor & Sponsor)                                             Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
               43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
               38 ########## 75% of committee Chair goal                                                   Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                            Event Chair/All Chairs
               36 ########## Begin solicitation of Inkind donors                                           Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                         Event Chair/All Chairs
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
               35 ########## Create Honorary Chair Prospect List                                           Event Chair/All Chairs

                             Produce visual aids for committee and team meetings (pictures, team sign
               35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                             Committee Meeting (2): Team recruitment focus. Introduce Team Partner
               32 ########## Program and Engagement Strategy Series                                   Event Chair/All Chairs
                             Home Addresses and Phone #s Due for prospects for New Team Kickoff
               30 ########## invitation mailing                                                       Event Chair/All Chairs
               29 ########## Finalize mailing list for Team Kickoff                                        Event Chair/All Chairs                                19
                             Committee Meeting (3): team recruitment (full committee) & team
               28 ########## retention                                                                     Event Chair/All Chairs
                                                                                                              Responsible
Weeks Out      Due Date                                        Task                                            Committee            Completed   Comments/Notes
        28    ##########     Start collecting new names for New Team kickoff                           Event Chair/All Chairs
        23    ##########     Committee Meeting (4): team recruitment.                                  Event Chair/All Chairs
        19    ##########     Committee Meeting (5): team recruitment (full committee).                 Event Chair/All Chairs
        17    ##########
                      Begin to determine contests you will have and the judging criteria               Activities & Entertainment
                      Work with logistics in coordinating the needs of the entertainment,
        17 ########## performers, games and contests - (ongoing)                                       Activities & Entertainment
                      Work with sponsorship to secure any prizes needed for games and
        17 ########## competitions                                                                     Activities & Entertainment
                      Work with Survivorship and Luminaria on speakers and music for opening
        17 ########## ceremony and luminaria ceremony                                                  Activities & Entertainment

        16 ########## Prepare schedule of activities and criteria for contests for next newsletter Activities & Entertainment
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                                  Event Chair/All
        12 ########## Arrange for on-stage and off-stage entertainment.                            Activities & Entertainment
            9 ########## Committee Meeting (8)                                                         Event Chair/All Chairs
                         Attend team meeting to review schedule of activities and entertainment
            8 ########## and review contests and judging criteria                                      Activities & Entertainment
            8 ########## Work with logistics chair to get sound, light and stage donated               Activities & Entertainment
            7 ########## All entertainment, activities and onsite fundraisers confirmed                Activities & Entertainment
                         Work with staff partner to order or make plaques, certificates & / or other
            7 ########## awards needed during Relay for Activities                                     Activities & Entertainment
            7 ########## Committee Meeting (9)                                                         Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                                Event Chair/All Chairs
            6 ########## Recruit a master of ceremonies                                                Activities & Entertainment
            5 ########## Committee Meeting (10)                                                        Event Chair/All Chairs
            4 ########## All speakers confirmed for ceremonies                                         Activities & Entertainment
            4 ########## Provide master schedule to Event Chair                                        Activities & Entertainment
            3 ########## Assemble event program                                                        Activities & Entertainment
                         All scripting complete: luminaria ceremony, opening and closing ceremony
            3 ########## and survivor reception                                                        Activities & Entertainment
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                           Event Chair/All Chairs
                         Follow up calls to confirm all entertainment (you should have some written
            2 ########## confirmation in place)                                                        Activities & Entertainment
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                                    Event Chair/All Chairs
        0.5 ########## Finalize all activities                                                         Activities & Entertainment
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                       Event Chair/All Chairs

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                                 20
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                              Advocacy Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                       Task                                            Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                         Event Chair/Staff
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
                44 ########## Schedule Partnership Agreement Time with Event Exec. Committee               Event Chair/All Chairs
                              Event Exec. Committee Recruited - (Event Co-Chair, Team
                44 ########## Development, Survivor & Sponsor)                                             Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
               43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
                             T.Y. Letter From Survivor Committee & Honorary Chairs To: CEO of
                             Company Teams, Principals and Superintendents from School Teams,
               43 ########## and local officials to thank them for their support of Relay                  Event Chair/Staff
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
               36 ########## Begin solicitation of Inkind donors                                           Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                         Event Chair/All Chairs
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
               35 ########## Create Honorary Chair Prospect List                                           Event Chair/All Chairs

                             Produce visual aids for committee and team meetings (pictures, team sign
               35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs                                           21
                                                                                                       Responsible
Weeks Out      Due Date                                   Task                                          Committee           Completed   Comments/Notes
                      Ask Honorary Chair(s) prospects to become Honorary Chair(s) if not        Event Chair/Survivorship
        35 ########## already secured                                                           Chair
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                    Event Chair/All Chairs
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                        Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                    Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                 Event Chair/All Chairs
        28 ########## Start collecting new names for New Team kickoff                           Event Chair/All Chairs
        28 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'        Mission
        23 ########## Committee Meeting (4): team recruitment.                                  Event Chair/All Chairs
        19 ########## Committee Meeting (5): team recruitment (full committee).                Event Chair/All Chairs
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
        12 ########## Committee Meeting (7)                                                     Event Chair/All Chairs
        10 ########## Determine advocacy involvement with survivorship reception                Advocacy
            9 ########## Committee Meeting (8)                                                  Event Chair/All Chairs
            8 ########## Legislators invited to event                                           Advocacy

            8 ########## Educate Team Captains at Team Meeting about ACS Advocacy Efforts       Advocacy
            7 ########## Committee Meeting (9)                                                  Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                         Event Chair/All Chairs
            6 ########## Include ACS Advocacy Message in Newsletter #5                          Advocacy
            5 ########## Committee Meeting (10)                                                 Event Chair/All Chairs
            3 ########## Develop Working The Track Plan                                         Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                    Event Chair/All Chairs
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                             Event Chair/All Chairs
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                Event Chair/All Chairs

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                         22
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                      Event Chair & Co-Chair Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                       Task                                            Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                         Event Chair/Staff
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
                49 ########## Committee Chair's Wrap Up Meeting                                            Event Chair/All Chairs
                              Succession Planning Review Meeting - may be held with Committee Wrap
                49 ########## up or separate                                                               Event Chair/All Chairs
                              Minutes mailed or emailed to committee from past meeting - evaluation
              48.5 ########## information included                                                         Event Co-Chair
                              Mailing list submitted for Committee Rally invite (include team captains,
                48 ########## survivors, sponsors & past interested committee)                             Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
               47 ########## Site and date confirmed for following year (if not announced at event)        Event Chair/Staff
               47 ########## Committee Rally invitations mailed or emailed                             Staff/Event Chair
                             Continue volunteer recruitment (follow up with interested volunteers from
                             surveys, team captains, survivors, sponsors, current committee, chamber,
               47 ########## community assessment profile and cold calling)                            Event Chair/Staff
               47 ########## RSVPs due for Event Wrap Up party                                             Event Chair/Staff

               47 ########## Recruit Event Chair for Upcoming Year (if not done prior to event)            Staff/Event Chair
                             Determine number of volunteers needed for full committee -(all
               47 ########## subcommittee chairs & subcommittee members)                                   Staff/Event Chair
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
               45 ########## Committee Rally Agenda Review                                                 Staff/Event Chair
              44.5 ########## RSVPs due for Rally                                                          Staff/Event Chair
                44 ########## Schedule Partnership Agreement Time with Event Exec. Committee               Event Chair/All Chairs
                              Event Exec. Committee Recruited - (Event Co-Chair, Team
                44 ########## Development, Survivor & Sponsor)                                             Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
               43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
                                                                                                                                                                       23
                                                                                                        Responsible
Weeks Out    Due Date                                      Task                                          Committee         Completed   Comments/Notes
                      T.Y. Letter From Survivor Committee & Honorary Chairs To: CEO of
                      Company Teams, Principals and Superintendents from School Teams,
        43 ########## and local officials to thank them for their support of Relay               Event Chair/Staff
        42 ########## Print materials ordered                                                    Staff/Event Chair
        42 ########## Partial Promotional materials ordered                                      Staff/Event Chair
        41 ########## Personalize sponsorship packages from Division                             Event Chair/Sponsorship
                      Rally Recap - to all on email loop (adding Emails for all new people at
        38 ########## Relay & Interested Prospects)                                              Event Chair
        38 ########## 75% of committee Chair goal                                                Event Chair/All Chairs
                      Review open positions on committee - Develop prospect list for remaining
        38 ########## open Chair positions                                                       Event Chair
        38 ########## Set agenda for committee meeting. Timeline Review                          Event Chair
        38 ########## Notice to committee regarding Meeting #1 (with agenda)               Co-Chair
                      Committee meeting (1): Hold Committee Orientation with MTAM module -
                      set committee meeting dates, team captain meeting dates, Team Early
                      Bird registration date & Team kickoff date. Recruitment Wheel and
        37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
        37 ########## Review goal setting with full committee (and budget areas)                 Event Chair
        37 ########## Introduce Pacesetter Criteria to Committee                                 Event Chair/Staff
                      Review Preliminary "Materials Needed" with All Chairs and the need for All
        37 ########## Items to be Donated                                                        Event Chair
       36.5 ########## Minutes mailed or emailed to committee from past meeting                  Event Co-Chair

        36 ########## Schedule Partnership Agreement time with all remaining committee chairs Event Chair
        36 ########## Begin solicitation of Inkind donors                                     Event Chair/All Chairs
        36 ########## Develop plans based on timeline for each subcommittee                      Event Chair/All Chairs
        35 ########## 100% of All Committee Chairs Recruited                                     Event Chair/All Chairs
        35 ########## Create Honorary Chair Prospect List                                        Event Chair/All Chairs

                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                      Ask Honorary Chair(s) prospects to become Honorary Chair(s) if not       Event Chair/Survivorship
        35 ########## already secured                                                          Chair
        33 ########## Set agenda for committee meeting. Timeline Review                          Event Chair
        33 ########## Notice to committee regarding Meeting #2 (with Agenda)                     Event Co-Chair
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                     Event Chair/All Chairs
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                         Event Chair/All Chairs
        29 ########## Set agenda for committee meeting. Timeline Review                          Event Chair
        29 ########## Finalize mailing list for Team Kickoff                                     Event Chair/All Chairs
         29 ########## Notice to committee regarding meeting #3 (w/agenda)                       Event Co-Chair
                       Committee Meeting (3): team recruitment (full committee) & team
         28 ########## retention                                                                 Event Chair/All Chairs
         28 ########## Start collecting new names for New Team kickoff                           Event Chair/All Chairs
       27.5 ########## Minutes mailed or emailed to committee from past meeting                  Event Co-Chair
                      Schedule meeting between host site officials & Event Chair Logistics       Event Chair/Logistics                                  24
        25 ########## Chair and Staff Partner                                                    Chair/Staff Partner
                                                                                                        Responsible
Weeks Out      Due Date                                     Task                                         Committee           Completed   Comments/Notes
        24    ##########    Set agenda for committee meeting. Timeline Review                    Event Chair
        24    ##########    Notice to committee regarding meeting #4 (w/agenda)                  Event Co-Chair
        23    ##########    Committee Meeting (4): team recruitment.                             Event Chair/All Chairs
       22.5   ##########    Minutes mailed or emailed to committee from past meeting             Event Co-Chair
        20    ##########    Set agenda for committee meeting. Timeline Review                    Event Chair
        20    ##########    Notice to committee regarding meeting #5 (w/agenda)                  Event Co-Chair
        19    ##########    Committee Meeting (5): team recruitment (full committee).            Event Chair/All Chairs
       18.5   ##########    Minutes mailed or emailed to committee from past meeting             Event Co-Chair
        16    ##########    Set agenda for committee meeting. Timeline Review                    Event Chair
        16    ##########
                       Notice to committee regarding meeting #6 (w/agenda)                      Event Co-Chair
                       Committee Meeting (6): team recruitment follow up and recruitment wheel
                       blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
         15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
       14.5 ########## Minutes mailed or emailed to committee from past meeting                 Event Co-Chair
         14 ########## Work with subcommittees to plan activities, ceremonies, etc              Event Chair
        13 ########## Set agenda for committee meeting. Timeline Review                          Event Chair
        13 ########## Notice to committee regarding meeting #7 (w/agenda)                        Event Co-Chair
         12 ########## Committee Meeting (7)                                                     Event Chair/All Chairs
       11.5 ########## Minutes mailed or emailed to committee from past meeting                  Event Co-Chair
        10 ########## Set agenda for committee meeting. Timeline Review                          Event Chair
        10 ########## Notice to committee regarding meeting #8 (w/agenda)                        Event Co-Chair
          9 ########## Committee Meeting (8)                                                     Event Chair/All Chairs
        8.5 ########## Minutes mailed or emailed to committee from past meeting                  Event Co-Chair
            8 ########## Set agenda for committee meeting. Timeline Review                       Event Chair
            8 ########## Notice to committee regarding meeting #9 (w/agenda)                     Event Co-Chair
            7 ########## Committee Meeting (9)                                                   Event Chair/All Chairs
          7 ########## Finalize all In kind donations                                            Event Chair/All Chairs
        6.5 ########## Minutes mailed or emailed to committee from past meeting                  Event Co-Chair
          6 ########## Set agenda for committee meeting. Timeline Review                         Event Chair
            6 ########## Notice to committee regarding meeting #10 (w/agenda)                   Event Co-Chair
                         Succession plan in place for Event Chair and Event Executive Committee
            6 ########## (Chair in training)                                                    Staff/Event Chair
            5 ########## Committee Meeting (10)                                                  Event Chair/All Chairs

          5 ########## Materials List Reviewed with All Committee Chairs (Need items Donated)    Event Chair
        4.5 ########## Minutes mailed or emailed to committee from past meeting                  Event Co-Chair
          4 ########## Set agenda for committee meeting. Timeline Review                         Event Chair
          4 ########## Notice to committee regarding meeting #11 (w/agenda)                      Event Co-Chair
          3 ########## Develop Working The Track Plan                                            Team Retention/All Chairs
                       Committee Meeting (11): confirm committee checklist and confirm
          3 ########## materials checklist                                                       Event Chair/All Chairs
        2.5 ########## Minutes mailed or emailed to committee from past meeting                  Event Co-Chair
            2 ########## Set agenda for committee meeting. Timeline Review                       Event Chair
            2 ########## Notice to committee regarding meeting #12                               Event Co-Chair                                           25
                                                                                                         Responsible
Weeks Out    Due Date                                      Task                                           Committee        Completed   Comments/Notes
                       Personalize your following year's timeline with date and begin to review
          2 ########## tasks                                                                      Staff/Event Chair
                       Committee Meeting (12): Onsite: Logistics Review Event Day -
          1 ########## Volunteers                                                                 Event Chair/All Chairs
        0.5 ########## Minutes mailed or emailed to committee from past meeting.                  Event Co-Chair
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                  Event Chair/All Chairs
          0  1/0/1900 Announce Wrap Up Date & Early Bird Information                              Event Chair

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                        26
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                               Logistics Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                       Task                                            Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                         Event Chair/Staff
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
                44 ########## Schedule Partnership Agreement Time with Event Exec. Committee               Event Chair/All Chairs
                              Event Exec. Committee Recruited - (Event Co-Chair, Team
                44 ########## Development, Survivor & Sponsor)                                             Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
               43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
               37 ########## Review goal setting with full committee (and budget areas)                 Event Chair
               37 ########## Introduce Pacesetter Criteria to Committee                                 Event Chair/Staff
                             Review Preliminary "Materials Needed" with All Chairs and the need for All
               37 ########## Items to be Donated                                                        Event Chair
               36 ########## Begin solicitation of Inkind donors                                           Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                         Event Chair/All Chairs
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
               35 ########## Create Honorary Chair Prospect List                                           Event Chair/All Chairs

                             Produce visual aids for committee and team meetings (pictures, team sign                                                                  27
               35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                                                                                                                 Responsible
Weeks Out   Due Date                                            Task                                              Committee           Completed   Comments/Notes
        33 ########## Create and enlarge site map                                                         Logistics
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                Event Chair/All Chairs
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                    Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                              Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                           Event Chair/All Chairs
        28 ########## Start collecting new names for New Team kickoff                                     Event Chair/All Chairs
                      Schedule meeting between host site officials & Event Chair Logistics                Event Chair/Logistics
        25 ########## Chair and Staff Partner                                                             Chair/Staff Partner
        23 ########## Committee Meeting (4): team recruitment.                                            Event Chair/All Chairs
        19 ########## Committee Meeting (5): team recruitment (full committee).                           Event Chair/All Chairs
                      Preliminary Walk through of facility: bathrooms, water, power, PA system,
        16 ########## etc.                                                                                Logistics
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                                         Event Chair/All
                      Day of Event Volunteers, begin coordinating with subcommittees on their
        15 ########## needs & begin recruiting                                                            Logistics
        12 ########## Committee Meeting (7)                                                               Event Chair/All Chairs
        12 ########## Arrange for portable toilets (donated) if necessary                                 Logistics
                      Arrange for Volunteers or other organization to clean up the site after the
        12 ########## event.                                                                              Logistics
        12 ########## Arrange to get dumpsters donated, if necessary                                      Logistics

        12 ########## Prepare a description of available parking and campsite size for newsletter Logistics
        12 ########## Recruit Volunteers for traffic control and security                         Logistics
            9 ########## Committee Meeting (8)                                                            Event Chair/All Chairs
            8 ########## Arrange for Donation of items on the suggested materials list                    Logistics
                         Recruit volunteers for set-up and take-down at event - Work with
            8 ########## Volunteer Recruitment Chairs                                                     Logistics
            7 ########## Committee Meeting (9)                                                            Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                                   Event Chair/All Chairs
            5 ########## Committee Meeting (10)                                                           Event Chair/All Chairs
                         Arrange for all necessary materials to be transported to and from the site
            4 ########## (signs, water, tents, etc)                                                       Logistics
                         Make up schedule for volunteers who will periodically fill toilet paper, clean
            4 ########## bathrooms and collect trash.                                                     Logistics
            4 ########## Pre-event meeting with site officials                                            Logistics & Staff Partner
                         Walk through the site for exact placement of logistical support, medical,
            4 ########## committee head quarters, etc                                                     Logistics
            4 ########## All Directional & Informational Signs Made or Ordered                            Logistics
            4 ########## Walkie-Talkies (if needed) Secured                                               Logistics
                         Collect Job Descriptions & Time Schedule for Event Day Volunteers from
            4 ########## Committee Chairs                                                                 Logistics
            3 ########## Develop Working The Track Plan                                                   Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm                                                                           28
            3 ########## materials checklist                                                              Event Chair/All Chairs
                                                                                                            Responsible
Weeks Out      Due Date                                   Task                                               Committee           Completed   Comments/Notes
            3 ########## 100% of Event Day volunteers recruited                                      Logictics
                         Follow up calls to confirm all vendors (have a written agreement for
            2 ########## deliveries)                                                                 Logistics
            2 ########## Distribute Job Descriptions & time schedule to event day volunteers         Logistics
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                                  Event Chair/All Chairs
                         Develop Logistics list of vendors, contacts, phone numbers, items being
                         delivered and times for delivery - Prepare copies and share w/event chair
            1 ########## and staff                                                                   Logistics
        0.5 ########## Final logistics walk thru for risk hazards - mark or remove them.             Logistics & Staff Partner
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                     Event Chair/All Chairs
        0.1 ########## Finalize packing all items necessary for the event                            Logistics

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                              29
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                              Luminaria Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                       Task                                            Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                         Event Chair/Staff
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
               47 ########## Site and date confirmed for following year (if not announced at event)        Event Chair/Staff
               47 ########## Committee Rally invitations mailed or emailed                                 Staff/Event Chair
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
                43 ########## 50% of Committee Chairs Recruited                                            Event Chair/All Chairs
               43 ########## Committee Rally Held                                                 Event Chair/All Chairs
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
               36 ########## Begin solicitation of Inkind donors                                           Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                         Event Chair/All Chairs
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
               35 ########## Create Honorary Chair Prospect List                                           Event Chair/All Chairs

                             Produce visual aids for committee and team meetings (pictures, team sign
               35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                             Committee Meeting (2): Team recruitment focus. Introduce Team Partner                                                                     30
               32 ########## Program and Engagement Strategy Series                                   Event Chair/All Chairs
                                                                                                           Responsible
Weeks Out      Due Date                                   Task                                              Committee           Completed   Comments/Notes
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                            Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                        Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                     Event Chair/All Chairs
        28 ########## Start collecting new names for New Team kickoff                               Event Chair/All Chairs
        27 ########## Begin pre-sales of luminaria - ongoing                                        Luminaria
        23 ########## Committee Meeting (4): team recruitment.                                 Event Chair/All Chairs
        19 ########## Committee Meeting (5): team recruitment (full committee).                Event Chair/All Chairs
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
        12 ########## Committee Meeting (7)                                                         Event Chair/All Chairs
        12 ########## Arrange for portable toilets (donated) if necessary                           Logistics
                      Arrange for Volunteers or other organization to clean up the site after the
        12 ########## event.                                                                        Logistics
        12 ########## Volunteers confirmed for luminaria mailing and survivor invite mailing        Luminaria & Survivor
        11 ########## Take luminaria bags to area schools - decorate by 6 weeks out                 Luminaria
                      Luminaria mailing to all Luminaria purchasers from last year, survivors,
        10 ########## teams and all contacts                                                        Luminaria
            9 ########## Committee Meeting (8)                                                      Event Chair/All Chairs
                         Begin organizing volunteers to help with writing names & selling
            9 ########## luminarias at the event - and setting up the bags                          Luminaria
            9 ########## Begin writing names on luminaria bags or inputting for labels              Luminaria
            7 ########## Committee Meeting (9)                                                      Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                             Event Chair/All Chairs
            5 ########## Committee Meeting (10)                                                     Event Chair/All Chairs
            4 ########## Sand/Candles, Bags & Labels in Place                                       Luminaria
            4 ########## Confirm all Luminaria Ceremony speakers, singers, etc                      Luminaria
            3 ########## Develop Working The Track Plan                                             Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                        Event Chair/All Chairs
            2 ########## All scripting complete for luminaria ceremony                              Luminaria
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                                 Event Chair/All Chairs
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                    Event Chair/All Chairs

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                             31
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                                Mission Timeline


                                                                                                                  Responsible
 Weeks Out           Due Date                                      Task                                            Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                         Event Chair/Staff
               50 ########## Work with Publicity Chair on Mission Moment for Newsletter #6                 Mission
                               All thank you notes and acknowledgement letters sent bv Committee
                               Chairs to their area of responsibility: survivors, team captains,
               49   ########## subcommittee members, sponsors & event day volunteers.                      Event Chair/All Chairs
               49   ########## Committee Chair's Wrap Up Meeting                                           Event Chair/All Chairs
                               Succession Planning Review Meeting - may be held with Committee Wrap
               49   ########## up or separate                                                              Event Chair/All Chairs
                               Mailing list submitted for Committee Rally invite (include team captains,
               48   ########## survivors, sponsors & past interested committee)                            Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
               47 ########## Site and date confirmed for following year (if not announced at event)        Event Chair/Staff
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
               46 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'            Mission
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
                43 ########## 50% of Committee Chairs Recruited                                            Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
                             T.Y. Letter From Survivor Committee & Honorary Chairs To: CEO of
                             Company Teams, Principals and Superintendents from School Teams,
               43 ########## and local officials to thank them for their support of Relay                  Event Chair/Staff
               38 ########## 75% of committee Chair goal                                                   Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
               36 ########## Begin solicitation of Inkind donors                                  Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                Event Chair/All Chairs
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
                                                                                                                                                                       32
               35 ########## Create Honorary Chair Prospect List                                           Event Chair/All Chairs
                                                                                                       Responsible
Weeks Out      Due Date                                     Task                                        Committee           Completed   Comments/Notes
                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                   Event Chair/All Chairs
        32 ########## Work with Publicity Chair on Mission Moment for Newsletter #2             Mission Chair
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                        Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                    Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                 Event Chair/All Chairs
        28 ########## Start collecting new names for New Team kickoff                           Event Chair/All Chairs
        28 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'        Mission
        24 ########## Work with Publicity Chair on Mission Moment for Newsletter #3.            Mission
        23 ########## Committee Meeting (4): team recruitment.                                  Event Chair/All Chairs
        19 ########## Committee Meeting (5): team recruitment (full committee).                Event Chair/All Chairs
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
        15 ########## Work with Publicity Chair on Mission Moment for Newsletter #4             Mission
        14 ########## Do an ACS mission message for the Team Meeting.                           Mission
        12 ########## Committee Meeting (7)                                                     Event Chair/All Chairs
        11 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'        Mission
        11 ########## Do an ACS mission message for the Team Meeting                            Mission
            9 ########## Committee Meeting (8)                                                  Event Chair/All Chairs
            7 ########## Committee Meeting (9)                                                  Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                         Event Chair/All Chairs
            6 ########## Work with Publicity Chair on Mission Moment for Newsletter #5          Mission
            5 ########## Committee Meeting (10)                                                 Event Chair/All Chairs
            3 ########## Develop Working The Track Plan                                         Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                    Event Chair/All Chairs
            2 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'     Mission
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                             Event Chair/All Chairs
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                Event Chair/All Chairs
          0  1/0/1900 Mission message at Onsite Team Captain Meeting                            Mission

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                         33
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                                Online Timeline


                                                                                                                    Responsible
 Weeks Out          Due Date                                       Task                                              Committee            Completed   Comments/Notes

               51 ########## Send out Email to all Participants to thank them                              Online
               51 ########## Update event greeting page with event results                                 Online
               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Send Post Event Fundraising Campaign Email                                    Online
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Send email campaign to all RFL contacts to ask them to get involved on
               45 ########## the Committee                                                                 Online
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
                43 ########## 50% of Committee Chairs Recruited                                            Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
                             T.Y. Letter From Survivor Committee & Honorary Chairs To: CEO of
                             Company Teams, Principals and Superintendents from School Teams,
               43 ########## and local officials to thank them for their support of Relay                  Event Chair/Staff
               41 ########## Email Campaign to all RFL contacts with Mission Delivery             Online
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
               36 ########## Begin solicitation of Inkind donors                                           Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                         Event Chair/All Chairs                                      34
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
                                                                                                          Responsible
Weeks Out   Due Date                                   Task                                                Committee         Completed   Comments/Notes
        35 ########## Create Honorary Chair Prospect List                                        Event Chair/All Chairs

                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                      Enter All Committees, Team Captains, Sponsors, Participants, Prospects,
        33 ########## etc., into Email Group                                                   Online
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                   Event Chair/All Chairs
        31 ########## Send out introductory email to all contacts with link to website           Online
        29 ########## Finalize mailing list for Team Kickoff                                     Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                  Event Chair/All Chairs
        28 ########## Start collecting new names for New Team kickoff                            Event Chair/All Chairs
                      Update All Committees, Team Captains, Sponsors, Participants,
        26 ########## Prospects, etc., into Email Group.                                         Online
                      Send email to all RFL contacts to encourage them to sign up their team
        26 ########## online - include link to webpage                                           Online
                      Send Kickoff follow up Email campaign to Kickoff Attendees to encourage
        25 ########## them to sign up their team online                                          Online
        24 ########## Add important dates (Team Mtgs, T-shirt Deadline etc) to Kintera site      Online
        23 ########## Committee Meeting (4): team recruitment.                                   Event Chair/All Chairs
                      Send email to all RFL contacts to encourage them to set up webpages
        23 ########## and send emails - include link to webpage                                  Online
                      Update all teams, sponsors, in kind donors, committee, survivors and
        19 ########## prospects, etc into email loop                                             Online
        19 ########## Committee Meeting (5): team recruitment (full committee).                  Event Chair/All Chairs
                      Send email to all RFL contacts to encourage them to set up webpages
        17 ########## and send emails - include link to webpage.                                 Online
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                                Event Chair/All
        13 ########## Email Campaign to all RFL contacts with link to online webpage             Online
        12 ########## Luminaria Email Campaign to LY purchasers and all RFL contacts             Online
        10 ########## Email Campaign to all RFL contacts with link to online webpage             Online
        10 ########## Add important dates (Team Mtgs, T-shirt Deadline etc) to Kintera site      Online
            9 ########## Committee Meeting (8)                                                   Event Chair/All Chairs
            7 ########## Email Campaign to all RFL contacts with link to online webpage          Online
            7 ########## Committee Meeting (9)                                                   Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                          Event Chair/All Chairs
            5 ########## Committee Meeting (10)                                                  Event Chair/All Chairs
            3 ########## Email Campaign to all RFL contacts with link to online webpage          Online
            3 ########## Develop Working The Track Plan                                          Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                     Event Chair/All Chairs
                         Email Campaign to all RFL contacts with link to online webpage - last
            2 ########## push                                                                    Online
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
                                                                                                                                                          35
            1 ########## Volunteers                                                              Event Chair/All Chairs
            1 ########## Send email that includes a survival/what to bring list                  Online
                                                                                                           Responsible
Weeks Out    Due Date                                   Task                                                Committee      Completed   Comments/Notes
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                  Event Chair/All Chairs
                       Email Campaign to all RFL Contacts with link to online webpage with last
        0.2 ########## minute logistics                                                           Online

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                        36
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                               Publicity Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                       Task                                            Committee              Completed   Comments/Notes

               51 ########## Send post event media release to your local media outlets                     Publicity
               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                         Event Chair/Staff
               50 ########## Newsletter #6 written and labels printed                                      Publicity
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                    Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                       Event Chair/All Chairs
               49 ########## Mail or email Newsletter #6                                                   Publicity/Staff
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                              Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
               47 ########## Site and date confirmed for following year (if not announced at event)        Event Chair/Staff
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
                43 ########## 50% of Committee Chairs Recruited                                            Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
                             T.Y. Letter From Survivor Committee & Honorary Chairs To: CEO of
                             Company Teams, Principals and Superintendents from School Teams,
               43 ########## and local officials to thank them for their support of Relay                  Event Chair/Staff
                             Newsletter #1 written (include Early Bird Registration form) and labels
               41 ########## printed                                                                       Publicity
               41 ########## Volunteers secured for newsletter mailing                                     Publicity
               40 ########## Mail or email Newsletter #1                                                   Publicity/Staff
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and                                                                         37
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
                                                                                                         Responsible
Weeks Out   Due Date                                     Task                                             Committee       Completed   Comments/Notes
        37 ########## Introduce Pacesetter Criteria to Committee                                 Event Chair/Staff
        35 ########## 100% of All Committee Chairs Recruited                                     Event Chair/All Chairs
        35 ########## Create Honorary Chair Prospect List                                        Event Chair/All Chairs

                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                      Develop Media Campaign (Make sure this is coordinated with staff to
        35 ########## avoid crossover of Relays within the same media market)                  Publicity/Staff
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                   Event Chair/All Chairs
        32 ########## Newsletter #2 written and labels printed                                   Publicity/Staff
        32 ########## Volunteers secured for newsletter mailing                                  Publicity
        31 ########## Mail or email Newsletter #2                                                Publicity/Staff
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                         Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                     Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                  Event Chair/All Chairs
        28 ########## Start collecting new names for New Team kickoff                            Event Chair/All Chairs
        27 ########## Press Release promoting the Team Kickoff sent to media                     Publicity
        25 ########## Volunteers secured for newsletter mailing                                  Publicity
        24 ########## Write Newsletter #3 (save the date for Event kickoff) and print labels     Publicity/Staff
        23 ########## Committee Meeting (4): team recruitment.                                   Event Chair/All Chairs
        23 ########## Mail or email Newsletter #3                                                Publicity/Staff
        19 ########## Committee Meeting (5): team recruitment (full committee).                  Event Chair/All Chairs
        18 ########## Print posters and brochures with event sponsors                            Publicity / Staff
        17 ########## Submit second feature story (ACS mission focused) to local paper         Publicity
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
        15 ########## Distribute collateral materials throughout the community                   Publicity
        15 ########## Press Release prompting Team Meeting                                       Publicity
        15 ########## Volunteers secured for newsletter mailing                                  Publicity
        14 ########## Mail or email Newsletter #4                                                Publicity/Staff
        14 ########## Media Advertisements confirmed & begin running                             Publicity/Staff
        12 ########## Committee Meeting (7)                                                      Event Chair/All Chairs
        12 ########## Press Release highlighting a team story to media                           Publicity
        11 ########## Submit feature story (ACS mission focused) to local paper                  Publicity
                      Distribute collateral materials throughout the community (second round,
        10 ########## replenish low supplies)                                                    Publicity
            9 ########## Committee Meeting (8)                                                   Event Chair/All Chairs
            9 ########## Press Release promoting the Team Meeting sent to media                  Publicity
                         Set up Radio & TV Interviews (work with other Relay sites within same
            9 ########## market area)                                                            Publicity
            7 ########## Committee Meeting (9)                                                   Event Chair/All Chairs
                                                                                                                                                       38
            7 ########## Finalize all In kind donations                                          Event Chair/All Chairs
            7 ########## Submit feature ACS mission focused story to media                       Publicity
                                                                                                          Responsible
Weeks Out        Due Date                                       Task                                       Committee           Completed   Comments/Notes
            6   ##########   Newsletter #5 written and labels printed                              Publicity/Staff
            6   ##########   Volunteers secured for newsletter mailing                             Publicity
            5   ##########   Committee Meeting (10)                                                Event Chair/All Chairs
            5   ##########   Mail or email Newsletter #5                                           Publicity/Staff
            4   ##########   Distribute collateral materials throughout community - third round    Publicity
            3   ##########
                         Develop Working The Track Plan                                            Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                       Event Chair/All Chairs
            2 ########## Program to Printer (or Xerox)                                             Publicity
            2 ########## Submit Team feature story to media                                        Publicity
            2 ########## Notice to committee regarding meeting #12                                 Event Co-Chair
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                                Event Chair/All Chairs
          1 ########## Publicity flyers distributed within neighborhood (Inviting them to Event)   Publicity
        0.4 ########## Phone Call to All media of upcoming event                                   Publicity
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                   Event Chair/All Chairs
          0  1/0/1900 Sponsor Photos taken for Proof of Performance                                Publicity

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                            39
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                             Sponsorship Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                       Task                                            Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
               50 ########## Final Budget complete from past event                                         Event Chair/Staff
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
                             Set appointments with past sponsors to renew if not committed from last
               47 ########## year's proof performance mtg                                                  Sponsorship
                             Continue developing sponsor prospect list: set ranges and underwriting
               47 ########## opportunities / include contact & asking amount                               Sponsorship
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
                43 ########## 50% of Committee Chairs Recruited                                            Event Chair/All Chairs
               43 ########## Committee Rally Held                                                          Event Chair/All Chairs
               41 ########## Personalize sponsorship packages from Division                                Event Chair/Sponsorship
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
               36 ########## Begin solicitation of Inkind donors                                           Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                         Event Chair/All Chairs
               36 ########## Set appointments with potential sponsors (including media)                    Sponsorship/Staff
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
               35 ########## Create Honorary Chair Prospect List                                           Event Chair/All Chairs                                      40
                                                                                                            Responsible
Weeks Out      Due Date                                       Task                                           Committee           Completed   Comments/Notes
                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
        35 ########## 25% sponsorship goal achieved                                            Sponsorship
        30 ########## 50% sponsorship goal                                                           Sponsorship
        29 ########## Finalize mailing list for Team Kickoff                                         Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                      Event Chair/All Chairs
                      Personally invite sponsors to the Team Kickoff with the opportunity for
        28 ########## some to speak. (See Amenities)                                                 Sponsorship
        28 ########## Start collecting new names for New Team kickoff                                Event Chair/All Chairs
        25 ########## 75% sponsorship goal                                                           Sponsorship
        23 ########## Committee Meeting (4): team recruitment.                                       Event Chair/All Chairs
        19 ########## 100% of Sponsorship Goal                                                       Sponsorship
                      Obtain logos from all sponsors to be used in print materials (see
        19 ########## amenitites)                                                                    Sponsorship
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                                    Event Chair/All
        12 ########## Committee Meeting (7)                                                          Event Chair/All Chairs
         9 ########## Committee Meeting (8)                                                          Event Chair/All Chairs
            7 ########## Committee Meeting (9)                                                       Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                              Event Chair/All Chairs
            7 ########## All sponsor logos for t-shirts submitted to staff partner                   Sponsorship
            5 ########## Committee Meeting (10)                                                      Event Chair/All Chairs
                         Contact all sponsors for their banners to be displayed at event & discuss
            4 ########## introductions at event                                                      Sponsorship

            4 ########## Order or make sponsor awards and team awards for day of presentation        Sponsorship

            4 ########## All Sponsor Signs and Track Markers Ordered (Work with Logistics Chair)     Sponsorship
            3 ########## Develop Working The Track Plan                                              Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                         Event Chair/All Chairs
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                                  Event Chair/All Chairs
          1 ########## Reminder call to sponsors regarding the event                                 Sponsorship
                       Sponsor list & Comments Submitted to Chair for Opening and Closing
        0.5 ########## Ceremony                                                                      Sponsorship
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                     Event Chair/All Chairs

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                              41
                                                                    RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                                             Survivorship Timeline


                                                                                                                   Responsible
 Weeks Out          Due Date                                       Task                                             Committee             Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Recruit a survivor to speak at the Committee Rally                            Survivorship
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
                                                                                                           Team Development &
                44 ########## Start developing team prospect list                                          Recruitment
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs
               43 ########## Event Exec. Committee names, addresses, etc. - Entered into Siebel            Staff
               43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
               43 ########## Committee Rally Held                                                 Event Chair/All Chairs
               38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                             Committee meeting (1): Hold Committee Orientation with MTAM module -
                             set committee meeting dates, team captain meeting dates, Team Early
                             Bird registration date & Team kickoff date. Recruitment Wheel and
               37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
               36 ########## Begin solicitation of Inkind donors                                           Event Chair/All Chairs
               36 ########## Develop plans based on timeline for each subcommittee                         Event Chair/All Chairs

                             Contact local doctors' offices dealing with cancer patients or ones likely to
               36 ########## diagnose regarding Relay and recruiting for the survivor ceremony             Survivorship
               36 ########## Set survivor goal with staff partner and event chair                          Survivorship
               35 ########## 100% of All Committee Chairs Recruited                                        Event Chair/All Chairs
               35 ########## Create Honorary Chair Prospect List                                           Event Chair/All Chairs
                                                                                                                                                                       42
                                                                                                                Responsible
Weeks Out      Due Date                                        Task                                              Committee          Completed   Comments/Notes
                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)   Event Chair/All Chairs
                      Ask Honorary Chair(s) prospects to become Honorary Chair(s) if not       Event Chair/Survivorship
        35 ########## already secured                                                          Chair
        33 ########## Coordinate feature stories with your publicity chair                             Survivorship
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                           Event Chair/All Chairs
                      Take survivor and luminaria forms to doctor's offices, hospitals and clinics.
                      Meet with office manager to help coordinate our recruitment efforts -
        32 ########## continue to check in on them                                                     Survivorship
                      Seek sponsors for underwriting costs of survivor t-shirt, medallions, dinner
        32 ########## reception, pins, etc - coordinate with sponsor Chair                             Survivorship
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                               Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                           Event Chair/All Chairs
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                        Event Chair/All Chairs
        28 ########## Recruit a survivor to speak at the Team Kickoff                                  Survivorship
        28 ########## Start collecting new names for New Team kickoff                                  Event Chair/All Chairs
        23 ########## Committee Meeting (4): team recruitment.                                         Event Chair/All Chairs
        19 ########## Committee Meeting (5): team recruitment (full committee).                        Event Chair/All Chairs
        19 ########## Recruit at churches, post the kickoff in their bulletin                  Survivorship
        16 ########## 25% of survivors registered                                              Survivorship
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
        12 ########## Committee Meeting (7)                                                            Event Chair/All Chairs
         9 ########## Committee Meeting (8)                                                            Event Chair/All Chairs
                      Give each team captain at the third team meeting - 5 invitations to
         8 ########## personally invite cancer survivors to the pre-event reception                    Survivorship
            8 ########## Team Meeting (3)                                                              Team Development

            8 ########## Educate Team Captains at Team Meeting about ACS Advocacy Efforts              Advocacy
            8 ########## Do an ACS mission message for the Team Meeting                                Mission
        7.5 ########## Team Meeting Recap to all registered participants                               Team Development
          7 ########## Email Campaign to all RFL contacts with link to online webpage                  Online
                       Work with team development to collect t-shirt orders from Siebel and
          7 ########## submit to staff partner                                                         Accounting & Registration
            7 ########## All entertainment, activities and onsite fundraisers confirmed                Activities & Entertainment
                         Work with staff partner to order or make plaques, certificates & / or other
            7 ########## awards needed during Relay for Activities                                     Activities & Entertainment
            7 ########## Committee Meeting (9)                                                         Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                                Event Chair/All Chairs
            7 ########## All sponsor logos for t-shirts submitted to staff partner                     Sponsorship
            7 ########## 50% of survivor goal                                                          Survivorship
            7 ########## Follow up calls for survivor reception & T-Shirts - Yes                       Survivorship                                              43
            7 ########## RSVPs due for survivor mailing - T-shirt sizes and Reception                  Survivorship
                                                                                                          Responsible
Weeks Out      Due Date                                   Task                                             Committee           Completed   Comments/Notes
            6 ########## Handwritten Thank You notes to your team captains.                        Survivorship
            5 ########## Committee Meeting (10)                                                    Event Chair/All Chairs
                         Onsite Distribution Plan Developed for Survivor Tees, Medals, Sashes,
            4 ########## Etc.                                                                      Survivorship
                         Develop plan to capture all registered survivors attending and any new
            4 ########## survivors not yet registered                                              Survivorship
            4 ########## Provide master schedule and script to event chair and committee           Survivorship
            3 ########## Develop Working The Track Plan                                            Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                       Event Chair/All Chairs
            3 ########## 75% of survivor goal                                                      Survivorship
            2 ########## Reminder calls for survivor reception                                     Survivorship
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                                Event Chair/All Chairs
            1 ########## Follow Up calls to survivors missing reception                            Survivorship
                         Hold Pre-event Survivor Reception and T-shirt pickup - This can be
            1 ########## anywhere from 1 month out to 1 week out                                   Survivorship
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                   Event Chair/All Chairs
          0  1/0/1900 100% of survivor goal                                                        Survivorship
            0   1/0/1900     Take a photo of all of your survivors - before or after opening lap   Survivorship
            0   1/0/1900     Have each survivor do their own luminaria bag at the event            Survivorship

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                            44
                                                                   RELAY FOR LIFE TIMELINE 2007/2008
Event Date:
   1/0/1900                          Team Development-Retention-Recruitment Timeline


                                                                                                                  Responsible
 Weeks Out          Due Date                                      Task                                             Committee              Completed   Comments/Notes

               50 ########## Subcommittee Wrap Ups Held & Reports Submitted to Chair                       Event Chair/All Chairs
                                                                                                           Team Development &
               50 ########## Wrap Up invite printed & labels done                                          Retention
                             All thank you notes and acknowledgement letters sent bv Committee
                             Chairs to their area of responsibility: survivors, team captains,
               49 ########## subcommittee members, sponsors & event day volunteers.                        Event Chair/All Chairs
               49 ########## Committee Chair's Wrap Up Meeting                                         Event Chair/All Chairs
                             Succession Planning Review Meeting - may be held with Committee Wrap
               49 ########## up or separate                                                            Event Chair/All Chairs
                                                                                                       Team Development &
               49 ########## All team captain gifts ready for Wrap Up Party                            Retention
                             Mailing list submitted for Committee Rally invite (include team captains,
               48 ########## survivors, sponsors & past interested committee)                          Event Chair/All Chairs
               48 ########## Post Event Telephone Survey to teams                                          Team Retention
               47 ########## Reminder calls for Event Wrap Up - (Early Bird Registration available)        Event Chair/All Chairs
               47 ########## Site and date confirmed for following year (if not announced at event)        Event Chair/Staff
                             Hold Committee Meeting to ensure Team Retention Plan is being
               46 ########## implemented                                                                   Team Retention
               46 ########## Introduce Team Pacesetter Program at Wrap-Up                                  Team Development
                             Hold a meeting of key community leaders to determine Community Rally
               46 ########## invite list. Strategize on who needs to be asked.                             Event Chair/All Chairs
                             Event Wrap Up -invite participants, sponsors, committee, survivors,
                             event day volunteers- everyone: Thank, recruit committee & teams
               46 ########## for next year!                                                                Event Chair/All Chairs
               46 ########## Finalize Budget for Upcoming Relay                                            Staff/Event Chair/All Chairs
                             Follow Up phone calls for Committee Rally invites - did they receive it, do
                             they know the rsvp date? (survivors, team captains, past committee, past
               45 ########## sponsors & cold call yeses)                                                   Event Chair/All Chairs
                             Contact last year's team captains for team touch and let them know about      Team Development &
               45 ########## plans for Committee Rally and Team Pacesetter Program                         Retention
                             All Team Captains not at Wrap up - called and thanked - let them know         Team Development &
               45 ########## the Committee Rally date                                                      Retention
                                                                                                           Team Development &
               45 ########## Mail or email Team Captain 'touch card'                                       Retention
                                                                                                           Team Development &
               45 ########## Wrap Up Meeting - Recap to everyone on Email Loop                             Retention
               44 ########## Schedule Partnership Agreement Time with Event Exec. Committee                Event Chair/All Chairs
                             Event Exec. Committee Recruited - (Event Co-Chair, Team
               44 ########## Development, Survivor & Sponsor)                                              Event Chair/All Chairs
                                                                                                           Team Development &
                44 ########## Start developing team prospect list                                          Recruitment
              43.5 ########## Reminder calls for "yes" to Committee Rally                                  Event Chair/All Chairs                                      45
               43 ########## 50% of Committee Chairs Recruited                                             Event Chair/All Chairs
                                                                                                         Responsible
Weeks Out   Due Date                                Task                                                  Committee        Completed   Comments/Notes
        43 ########## Committee Rally Held                                                        Event Chair/All Chairs
        39 ########## Team Captain Packets complete                                               Team Development
        38 ########## 75% of committee Chair goal                                          Event Chair/All Chairs
                      Committee meeting (1): Hold Committee Orientation with MTAM module -
                      set committee meeting dates, team captain meeting dates, Team Early
                      Bird registration date & Team kickoff date. Recruitment Wheel and
        37 ########## Presentation training - assign all prospects. Intr                   Event Chair/All Chairs
                                                                                           Team Development &
        37 ########## Set agenda for Team Captain Early Bird Registration Party            Retention
                                                                                           Team Development &
        37 ########## Send Early Bird Registration invites to all past team contacts.      Retention
        36 ########## Begin solicitation of Inkind donors                                  Event Chair/All Chairs
        36 ########## Develop plans based on timeline for each subcommittee                       Event Chair/All Chairs
                                                                                                  Team Development &
        36 ########## Mail or email Team Captain 'touch card'                                     Retention
        35 ########## 100% of All Committee Chairs Recruited                                      Event Chair/All Chairs
        35 ########## Create Honorary Chair Prospect List                                         Event Chair/All Chairs

                      Produce visual aids for committee and team meetings (pictures, team sign
        35 ########## up boards, team goals, spirit points, goal thermometer, site map, etc)      Event Chair/All Chairs
                      Schedule Team Recruitment Presentations - ongoing until team goal is        Team Development &
        35 ########## met!                                                                        Recruitment
                                                                                                  Team Development &
        34 ########## RSVPs due for Team Capt. Early Bird Registration Party                      Retention
                      Hold Team Capt. Early Bird Registration Party - Review Incentive
                      Programs (Incentives, Star Supporter, Fundraising Club), Team               Team Development &
        33 ########## Challenger program and Team Pacesetter Program                              Retention
                      Committee Meeting (2): Team recruitment focus. Introduce Team Partner
        32 ########## Program and Engagement Strategy Series                                      Event Chair/All Chairs
        32 ########## Newsletter #2 written and labels printed                                    Publicity/Staff
                                                                                                  Team Development &
        32 ########## Mail or email Team Captain 'touch card'                                     Retention
                      Call all rsvp's for Team Capt. Early Bird Registration Party that were not  Team Development &
        32 ########## there                                                                       Retention
                                                                                                  Team Development &
        32 ########## Confirm location for Event New Team Kickoff                                 Recruitment
                      Personal Visit to all past teams that didn't attend the Early Bird and that
                      you don't have any definitive answer from - get recommendation if unable Team Development &
        31 ########## to commit (other team member)                                               Retention
                      Home Addresses and Phone #s Due for prospects for New Team Kickoff
        30 ########## invitation mailing                                                          Event Chair/All Chairs
        29 ########## Finalize mailing list for Team Kickoff                                      Event Chair/All Chairs
                                                                                                  Team Development &
        29 ########## Volunteers secured for Team Kickoff mailing                                 Recruitment
                      Reminder Calls to YES RSVPs for Team Capt. Early Bird Registration          Team Development &
        29 ########## Party                                                                       Retention
        29 ########## Confirm location for all Team Captain Meetings                              Team Development
                      Committee Meeting (3): team recruitment (full committee) & team
        28 ########## retention                                                                   Event Chair/All Chairs                                46
        28 ########## Introduce Team Challenger Program to Committee at Mtg                       Team Development
                                                                                                        Responsible
Weeks Out    Due Date                                      Task                                          Committee         Completed   Comments/Notes
                                                                                                 Team Development &
        28 ########## Mail and/or email Invites for Team Kickoff                                 Recruitment
        28 ########## Start collecting new names for New Team kickoff                            Event Chair/All Chairs
        28 ########## Work with TD Chair on Mission Moment for Team Captain 'touch card'         Mission
                      Follow Up calls for Team Kickoff - Did they receive invite , please RSVP   Team Development/Full
        27 ########## by, etc. (Team Recruitment Lead)                                           Committee
                                                                                                 Team Development &
        27 ########## Team touch to paid teams and not paid teams                                Retention
                      Ensure the team partner companies are assigned to someone to contact       Team Development &
        26 ########## in your community.                                                         Retention
                                                                                                 Team Development &
        26 ########## RSVPs due for Team Kickoff                                                 Recruitment
                                                                                                 Team Development &
       25.5 ########## Reminder calls to yeses for Team Kickoff                                  Recruitment
                       Enter all teams and participants into Siebel database via Scannable forms Team Development,
         25 ########## or Kintera - ongoing basis                                                Recruitment & Retention
                                                                                                 Team Development &
         25 ########## Hold Team Kickoff                                                         Recruitment
                                                                                                 Team Development,
         25 ########## Assign team mentors to new team captains                                  Recruitment & Retention
                                                                                                 Team Development &
         24 ########## Follow Up phone calls to yes that no showed for Team Kickoff              Recruitment
                                                                                                 Team Development &
         24 ########## Follow up with all Team Kickoff attendees                                 Recruitment
                                                                                                 Team Development &
         24 ########## 25% of Team Goal                                                          Recruitment
                                                                                                 Team Development &
         24 ########## 30% of past teams retained                                                Retention
        23 ########## Committee Meeting (4): team recruitment.                                   Event Chair/All Chairs
        19 ########## Committee Meeting (5): team recruitment (full committee).                  Event Chair/All Chairs
                      Determine if a second New Team Kickoff is needed. Compile list of          Team Development &
        19 ########## invites.                                                                   Recruitment
        18 ########## Mail or email Team Captain 'touch card'                                    Team Development
                                                                                                 Team Development &
        16 ########## 60% of past teams retained                                                 Retention
                      Committee Meeting (6): team recruitment follow up and recruitment wheel
                      blitz. Also, review benchmarks - plan to achieve if behind on benchmarks
        15 ########## and do budget expenses need to be adjusted?                              Event Chair/All
        15 ########## Reminder phone call to team captains for meeting                           Team Development
        15 ########## Write Newsletter #4 (after kickoff) and print labels                       Team Development
                                                                                                 Team Development &
        14 ########## If 2nd New Team Kickoff Needed, send out invites                           Recruitment
        14 ########## Team Meeting (1) Review Event Standards                                    Team Development
        14 ########## Discuss individual and Team Goal Setting at Team Mtg.                      Team Development
        14 ########## Introduce Challenger Program at Team Mtg                                   Team Development
       13.5 ########## Team Meeting Recap to all registered participants                         Team Development
                                                                                                 Team Development,
        13 ########## Assign team mentors to new team captains                                   Recruitment & Retention
        12 ########## Committee Meeting (7)                                                      Event Chair/All Chairs                                 47
                                                                                                         Responsible
Weeks Out      Due Date                                      Task                                         Committee            Completed   Comments/Notes
                                                                                                  Team Development &
        12 ########## RSVPs due for 2nd kickoff (if needed) - Reminder calls to kickoff invites   Recruitment
                      Reminder phone call or email to team captains for meeting; progress of
        12 ########## fundraising                                                                 Team Development
                                                                                                  Team Development &
        12 ########## 75% of Team Goal                                                            Recruitment
                                                                                                  Team Development &
        12 ########## Team Blitz if not at 75% of Team Goal (weeks 12-10)                         Recruitment
                                                                                                  Team Development &
        11 ########## Hold 2nd Kickoff if needed                                                  Recruitment
        11 ########## Team Meeting (2)                                                            Team Development
       10.5 ########## Team Meeting Recap to all registered participants                          Team Development
                                                                                                  Team Development &
        10 ########## Mail Team Captain 'touch card'                                              Retention
         9 ########## Committee Meeting (8)                                                       Event Chair/All Chairs
                      Reminder phone call to team captains for meeting & T-shirts, registration
         9 ########## due date                                                                    Team Development
                                                                                                  Team Development &
            9 ########## Phone follow up calls to teams from Team Blitz                           Recruitment
            8 ########## Recruit Team Retention Chair for next year                               Team Development
          8 ########## Team Meeting (3)                                                           Team Development
        7.5 ########## Team Meeting Recap to all registered participants                          Team Development
            7 ########## Committee Meeting (9)                                                    Event Chair/All Chairs
            7 ########## Finalize all In kind donations                                           Event Chair/All Chairs
                                                                                                  Team Development &
            6 ########## Ensure Team Retention Chair for 08-09 in in place and trained            Retention
                                                                                                  Team Development &
            6 ########## 100% of Team Goal                                                        Recruitment
                         Reminder phone call to Team Captains for Mtg - fundraising? Contests
            6 ########## being entered?, Bank Night, etc                                          Team Development
            5 ########## Committee Meeting (10)                                                   Event Chair/All Chairs
            4 ########## Implement Team Retention Plan and recruit Committee members              Team Retention
          4 ########## Order Team Challenger Jackets                                              Team Development & Staff
          4 ########## Team Meeting (4)                                                           Team Development
                       Team Meeting Recap to all registered participants (sponsors &
        3.5 ########## committee) via email                                                       Team Development
            3 ########## Do introductory phone calls to assigned teams                            Team Retention
            3 ########## Develop Working The Track Plan                                           Team Retention/All Chairs
                         Committee Meeting (11): confirm committee checklist and confirm
            3 ########## materials checklist                                                      Event Chair/All Chairs
        2.5 ########## Reminder phone call to team captains for Bank Night                        Team Development
          2 ########## Team Touch thanking them for their upcoming participation in Relay         Team Retention
                                                                                                  Team Development/
            2 ########## Bank Night                                                               Accounting & Registration
                         Submit list of Under 18 Youth participants (See Guidelines in Student    Accounting & Registration/
            1 ########## Involvement Guide)                                                       Team Development
                         Committee Meeting (12): Onsite: Logistics Review Event Day -
            1 ########## Volunteers                                                               Event Chair/All Chairs                                    48
                                                                                                          Responsible
Weeks Out       Due Date                                         Task                                      Committee           Completed   Comments/Notes
                         Phone calls to team captains who haven't picked up T-shirts yet - re: raise
            1 ########## more money to receive the T-shirt or come pick them up prior to event.      Team Development
                                                                                                     Team Development &
            1 ########## Mail or email Team Captain 'touch card'                                     Retention
            1 ########## Agenda set for Onsite Team Captain Mtg.                                   Team Development
                         Awards List Determined for Closing Ceremonies and Awards Ready for
            1 ########## Distribution                                                              Team Development
                         Develop list of Event Day Volunteers with phone #s and job descriptions
            1 ########## (Share a copy with Logistics Staff)                                       Team Development
            1 ########## Committee Gifts and Event Chair gifts - order for Participant Wrap Up     Team Development
                                                                                                   Team Development/
        0.5 ########## Final Bank Night & T-shirt pickup                                           Accounting & Registration
        0.3 ########## Begin packing up all necessary materials (Logistics Lead)                   Event Chair/All Chairs
            0   1/0/1900     Implement Work The Track Plan & distribute participant surveys.       Team Retention
            0   1/0/1900     Invitation to Wrap Up distributed to all participants                 Team Retention
            0   1/0/1900     Recognize Team Challenger recipients                                  Team Development
            0   1/0/1900     Recognize Team Pacesetters                                            Team Development
            0   1/0/1900     Onsite Team Captain Mtg                                               Team Development

       ALL CHAIRS ARE EXPECTED TO HELP WITH THE RECRUITMENT OF TEAMS




                                                                                                                                                            49

								
To top