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									                                                                                           RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
    6/19/2010                                                          Master Timeline

   Weeks Out         Due Date                                                     Task                                    Responsible Committee    Completed                           Comments/Notes
                                                                                                                                                               Thank You or generic RFL cards may be obtained from ACS Staff
                51        6/27/09 Send thank you letter with date of next year's event to all sponsors                Sponsorship                              Partner
                51        6/27/09 Send post event media release to your local media outlets                           Publicity                                TES Media Fact Sheet
                51        6/27/09 Update event greeting page with event results                                       Online                                   Obtain stats from Staff Partner - TES>Media Fact Sheet
                                  Send out Email to all Participants & Donors to thank them                           Online                                   Use coaching/recruitment email sample on website - customize to
                51        6/27/09                                                                                                                              your event & include Relay stats (TES>Media Fact Sheet)
                                  Sort Pledge Cards from event and turn in to staff partner any that require
                51        6/27/09 "follow up". Such as interest in volunteering.                                      Mission
                51        6/27/09 Ensure all ACS CAN forms are returned to staff partner.                             Advocacy
                51        6/27/09 Assist with data clean up and incentive mailing                                     Accounting & Registration
                50         7/4/09 Work with staff to order Team Fundraising Club Pins                                 Team Development                         Available on Ariba - Peter Kleine
                50         7/4/09 Work with staff to develop wrap-up invitation.                                      Team Development                         Invites available on Brandwizard
                                  Ensure wrap-up invites are mailed out to survivors to formally invite them to
                50         7/4/09 Wrap-Up Celebration                                                                 Survivorship                             Team Development will create the invite
                                  Ensure wrap-up invites are mailed out to sponsors to formally invite them to
                50         7/4/09 Wrap-Up Celebration                                                                 Sponsorship                              Wrap-Up Invitations template on Brandwizard
                                  Send Post Event Fundraising Campaign Email                                          Online                                   Promote the Virtual Cancer Fighter challenge ($250/$500/$1,000
                50         7/4/09                                                                                                                              incentive program)
                50         7/4/09 Clean and return all supplies to the ACS office.                                    Logistics
                50         7/4/09 Wrap up any event-wide fundraisers                                                  Fundraising
                50         7/4/09 Work with Event Chair to get wrap-up food needs and secure donations                Food

                50         7/4/09   Mail post card notices to committee regarding committee Wrap-Up Meeting.          Event Chair/Co-Chair(s)
                50         7/4/09   Ensure all expenses are submitted to Staff.                                       Event Chair/Co-Chair(s)
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Team Development
                49        7/11/09   Follow up from leads provided during Work The Track activites.                    Team Development

                                                                                                                                                               Shared Services/Volunteer Appreciation Card - Item # 4543.92; RFL
                49        7/11/09   All team captain gifts ready for Wrap Up Party                                    Team Development                         Generic Notecards - Item # 7549.30; PA Recognition Program Item
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Survivorship
                49        7/11/09   Nominate survivor for Voices of Hope program from your event                      Survivorship                             VOH Application found on Relayforlife.org - PA Page
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Sponsorship
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Publicity
                49        7/11/09   Prepare Newsletter (Wrap-Up) - Gather information from sub-committees             Publicity                                Template on Brandwizard
                49        7/11/09   Send   thank   yous   to   subcommittee   &   others   where   appropriate        Online
                49        7/11/09   Send   thank   yous   to   subcommittee   &   others   where   appropriate        Mission
                49        7/11/09   Send   thank   yous   to   subcommittee   &   others   where   appropriate        Luminaria
                49        7/11/09   Send   thank   yous   to   subcommittee   &   others   where   appropriate        Logistics
                49        7/11/09   Send   thank   yous   to   subcommittee   &   others   where   appropriate        Fundraising
                49        7/11/09   Provide post fundraising tips or upcoming events for Wrap-up Newsletter           Fundraising
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Food
                                  Send thank-you notes to vendors who donated products and/or services; as
                49        7/11/09 well as day of event help                                                           Food
                49        7/11/09 Send thank yous to subcommittee & others where appropriate                          Event Chair/Co-Chair(s)

                49        7/11/09   Make reminder phone calls to committee for Committee Wrap-Up Meeting.             Event Chair/Co-Chair(s)
                49        7/11/09   Gather committee recognition items for Committee Wrap-Up meeting.                 Event Chair/Co-Chair(s)
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Advocacy
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Activities & Entertainment
                49        7/11/09   Send thank yous to subcommittee & others where appropriate                        Accounting & Registration
                48        7/18/09   Mail or email 'thank you' letter (and possibly group photo) to all survivors      Survivorship
                48        7/18/09   Send Press Release regarding event Wrap-Up Party                                  Publicity
                48        7/18/09   Mail or Email newsletter                                                          Publicity
                48        7/18/09   Update the event webiste for Wrap-Up date                                         Online
                48        7/18/09   Complete "What Went Well" section of Event Analysis in TES                        Logistics
                48        7/18/09   Submit Heart Of Relay Award Nominations                                           Event Chair/Co-Chair(s)
                                    Personal Visit or Phone call made to last year's sponsors and last year's Top 3
                48        7/18/09   Individual fundraisers.                                                           Event Chair/Co-Chair(s)
                                    Ensure Logistics/Accounting & Entertainment chairs have completed Event
                48        7/18/09   Analysis & Planning "What Went Well" section.                                     Event Chair/Co-Chair(s)
                48        7/18/09   Complete "What Went Well" section of Event Analysis in TES                        Activities & Entertainment
                48        7/18/09   Complete "What Went Well" section of Event Analysis in TES                        Accounting & Registration
                                    Develop sponsor prospect list: Work with ACS Staff Partner to set ranges and
                                    underwriting opportunities / include contact & asking amount (Event Analysis &
                47        7/25/09   Planning)                                                                         Sponsorship                              Obtain Community Assessment from ACS Staff Partner
                                                                                                                                                                                                                                    1
                                    Upload newsletter onto event website                                              Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
                47        7/25/09
Weeks Out        Due Date                                             Task                                        Responsible Committee   Completed                          Comments/Notes
                                Continue volunteer recruitment - Co-Chair, Team Development, Survivor,
            47        7/25/09   Sponsorship and Online Chairs for next year.                                  Event Chair/Co-Chair(s)
            46         8/1/09   Host Wrap-Up Party                                                            Team Development
            46         8/1/09   Ensure all donations have been received from teams.                           Team Development
                                Recruit subcommittee members - breakdown committee to: Pre-event
            46         8/1/09   registration/year-round survivorship activities/reception/Mission messaging   Survivorship                            Working closely with ACS Staff Partners (ID/CC)

            46         8/1/09 Work with ACS Staff Partner to obtain National Corporate Team Partner list      Sponsorship                             List may be found on www.relayforlife.org
                              Recruit subcommittee members (those that would be likely to have high level
                              corporate or business contacts) to assist with corporate sponsorship                                                    Review Team Captain list to help identify corporate teams/attend
            46         8/1/09 recruitment                                                                     Sponsorship                             chamber mixers to assist in recruitment efforts
                              Send Post-Event Fundraising email/challenge                                     Online                                  Use coaching/recruitment email sample on website - customize to
            46         8/1/09                                                                                                                         your event (1 of 8)
            46         8/1/09 Working with Online chair to email any post-event fundraisers                   Fundraising
            45         8/8/09 Submit Wrap-Up minutes/information to Online Chair                              Team Development
            45         8/8/09 All Team Captains not at Wrap up - called and thanked                           Team Development
            45         8/8/09 All Team Captains not at Wrap up - called and thanked                           Team Development
                              Participate in Event Analysis Planning Meeting and set survivorship
            45         8/8/09 recruitment goal                                                                Survivorship
                              Proof of Benefits packages hand delivered to sponsors (and large in-kind                                                "Proof of Benefits worksheet located on The Link (Relay For
            45         8/8/09 donors) (Take a survivor with you, ie. Honorary Chair)                          Sponsorship                             Life>Fundraising Development>Sponsorship)
                              Prepare and/or finalize Sponsorship Proposal by determining levels of
                              sponsorship & benefits to sponsors based on your community and market
            45         8/8/09 outreach work with Event Chair                                                  Sponsorship                             Utilizing previous year's Sponsorship Proposal
            45         8/8/09 Participate in Event Analysis Planning Meeting and set sponsorship goal         Sponsorship                             Using report out of TES on sponsorship raised from previous year
                              Send email campaign to all RFL contacts to ask them to get involved on the      Online                                  Request .csv report out of TES from Staff Partner
            45         8/8/09 Committee
            45         8/8/09 Posting Committee Meeting Minutes on Website                                    Online
            45         8/8/09 Build "Volunteer Opportunity Page" on Relay website                             Online
            45         8/8/09 Attend the Event Analysis & Planning Meeting                                    Online
            45         8/8/09 Determine Luminaria sales plan for the next Relay season                        Luminaria                               Take part in Event Analysis & Planning meeting with Chair.
                              Compile fundraising resources to post on Relay website; work with Online
            45         8/8/09 Chair to post documents                                                         Fundraising
                              Attend the Event Analysis & Planning Meeting to discuss potential event-wide
            45         8/8/09 fundraisers                                                                     Fundraising
                              Send handwritten thank-you notes to vendors who donated food for the wrap-
            45         8/8/09 up                                                                              Food
            45         8/8/09 Work with Online Chair to build "Volunteer Opportunities" Page                  Event Chair/Co-Chair(s)
            45         8/8/09 Minutes mailed or emailed to committee from wrap-up meeting.                    Event Chair/Co-Chair(s)
                              Hold Event Analysis & Planning Meeting for Next year. Set Committee
            45         8/8/09 Meeting Schedule                                                                Event Chair/Co-Chair(s)
                              Attend Event Analysis and Planning meeting (optional for data entry purposes
            45         8/8/09 only)                                                                           Accounting & Registration
                              Develop 2010 Plans with Event Chair and Staff Partner, update community
                              Assessment Profile and build out the Team D Spreadsheet. (Event Analysis &
            44        8/15/09 Planning)                                                                       Team Development
            44        8/15/09 Develop and sign agreed upon Partnership Agreement                              Survivorship
            44        8/15/09 Develop and sign agreed upon Partnership Agreement                              Mission
                              Confirm Event Chairs Recruited for: Co-Chair, Team, Survivorship,
                              Sponsorship, Advocacy, Mission and Online - Partnership Agreements
            44        8/15/09 Signed                                                                          Event Chair/Co-Chair(s)
            44        8/15/09 Develop and sign agreed upon Partnership Agreement                              Advocacy
            43        8/22/09 Mail or email Team Captain 'touch card'                                         Team Development                        Print On Demand
            43        8/22/09 Mail or email Team Captain 'touch card'                                         Team Development                        Print On Demand
            43        8/22/09 Gather articles from sub-committees for newsletter.                             Publicity
            43        8/22/09 Event Analysis & Planning Submitted                                             Event Chair/Co-Chair(s)
            43        8/22/09 50% of Committee Chairs Recruited                                               Event Chair/Co-Chair(s)
            42        8/29/09 Confirm location for all Team Captain Meetings                                  Team Development
            42        8/29/09 Prepare & receive approval for newsletter                                       Publicity
            42        8/29/09 Ensure access to Brandwizard is granted                                         Publicity
            42        8/29/09 Complete volunteer branding training.                                           Publicity                               Relayforlife.org
            42        8/29/09 Complete Print On Demand Training                                               Publicity
                              Sent Post-Event Email to all CY participants - congratulating top               Online                                  Refer to Convio manual on sending Email campaigns/coaching emails
            42        8/29/09 team/participant fundraisers
            42        8/29/09 Brainstorm a fall event-wide fundraiser and/or fundraising expo                 Fundraising

            42        8/29/09 Mail post card notices to committee regarding September committee meeting.      Event Chair/Co-Chair(s)
                              Event Analysis & Planning Plan Review with Staff, Review open positions on
                              committee - Develop prospect list for remaining open Chair positions (Event
            42        8/29/09 Analysis & Planning)                                                            Event Chair/Co-Chair(s)
            41         9/5/09 Start developing team prospect list (Event Analysis & Planning)                 Team Development                        Event Analysis & Planning - Team Recruitment Strategy
            41         9/5/09 Meeting with ID Staff partner to schedule CRM visits with top 5 teams.          Team Development
                                                                                                                                                                                                                         2
                              Evaluate current National Team Partners and ensure the team partner
            41         9/5/09 companies are assigned to someone to contact in your community.                 Team Development
Weeks Out        Due Date                                            Task                                           Responsible Committee    Completed                           Comments/Notes
            41         9/5/09 Mail or Email newsletter                                                          Publicity
            41         9/5/09 Post newsletter to website                                                        Online
            41         9/5/09 Work with ACS Staff Partner to customize the website and activate                 Online                                   Refer to Convio manual on site customization
                              Attend Relay Online training to learn the basics, enhancements of the site and    Online                                   Training provided by your ACS Staff Partner
            41         9/5/09 successful online fundraising strategies
                              Secure site location, request written authorization of site and seek ACS
            41         9/5/09 Insurance Certificate.                                                            Logistics                                Work with Staff Partner for Insurance Certificate
            41         9/5/09 Ensure fundraising documents posted on Online site                                Fundraising
            41         9/5/09 Site and date confirmed for following year.                                       Event Chair/Co-Chair(s)

            41         9/5/09 Make reminder phone calls to committee for September committee meeting.           Event Chair/Co-Chair(s)
            41         9/5/09 Complete Event Configuration within TES, Sponsors, Incentives, etc                Accounting & Registration
            40        9/12/09 Mail or email Team Captain 'touch card'                                           Team Development                         Print On Demand
            40        9/12/09 Mail or email Team Captain 'touch card'                                           Team Development                         Print On Demand
            40        9/12/09 Begin to compile Team Captain Packets                                             Team Development                         Brandwizard
                              Participate in the planning of the Kick-Off with all other committee members -
            40        9/12/09 to plan for survivor speaker, activities & mission messaging                      Survivorship
            40        9/12/09 Work with Event Chair to ensure that all sponsor visits are scheduled             Sponsorship
                              Upload newsletter onto event website                                              Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
            40        9/12/09
                              Email Campaign to all RFL contacts with Mission Delivery                          Online                                   Refer to Convio manual on sending Email campaigns/coaching emails
            40        9/12/09
            40        9/12/09 Review Team Fundraising Guidelines                                                Fundraising
                              Personal Visit or Phone call made to this year's sponsors and last year's Top 3
            40        9/12/09 Individual fundraisers.                                                           Event Chair/Co-Chair(s)
            40        9/12/09 Confirm Event Kickoff Date & Time                                                 Event Chair/Co-Chair(s)
            40        9/12/09 Review team registration process                                                  Accounting & Registration
            39        9/19/09 Team Captain Packets complete                                                     Team Development
                              Schedule Team Recruitment Presentations - ongoing until team goal is met!                                                  Event Analysis & Planning - Team D Recruitment
            39        9/19/09 (Event Analysis & Planning)                                                       Team Development                         Strategy/Community Assessment
            39                Set appointments with past sponsors to renew if not committed.                    Sponsorship                              Obtain list from ACS Staff Partner from TES (Sponsorship Master
                      9/19/09                                                                                                                            Report)
                              Send out introductory email campaign to all contacts to announce the              Online                                   Insert link to Custom Pages>Fundraising Tips
                              availability of the site (Are You Ready to Relay?.....Relay Online…It's as Easy
            39        9/19/09 as 1-2-3)
            39        9/19/09 Minutes mailed or emailed to committee from past meeting                          Event Chair/Co-Chair(s)
                              Determine team registration process, fee and deadlines with Team
            39        9/19/09 Recruitment chair                                                                 Accounting & Registration
            38        9/26/09 Work with Event Chair to set agenda for Kickoff                                   Team Development
                              Review Event Analysis & Planning Logistics Evaluation from last year's event;
            38        9/26/09 develop plan of action for 2010                                                   Logistics
            38        9/26/09 Set agenda for Event Kickoff with Team D Chair                                    Event Chair/Co-Chair(s)
            38        9/26/09 75% of Committee Chairs Recruited                                                 Event Chair/Co-Chair(s)
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Team Development
                              Send Early Bird Registration Kickoff invites to all past team contacts,
            37        10/3/09 sponsors, survivors etc…                                                          Team Development                         Invites available on Brandwizard
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Survivorship
            37        10/3/09 Ensure Kick-Off invitations were sent to all cancer survivors                     Survivorship                             Utilize list from TES - Survivor Master Report
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Sponsorship
                              Finalize sponsorship prospect list (including media) (Event Analysis &
            37        10/3/09 Planning)                                                                         Sponsorship
            37        10/3/09 Ensure Kick-Off Invitations are sent out to past and potential sponsors           Sponsorship                              Utilizing list from TES - Sponsorship Master Report
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Publicity
            37        10/3/09 Gather articles from sub-committees for newsletter.                               Publicity
            37        10/3/09 Finalize PR docs for Kickoff                                                      Publicity
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Online
                              Upload Kick-Off invitation on Relay website & customize 'Home Page' re: Kick-     Online                                   Obtain Kick-Off invitation from Event Chair/Staff Partner - upload .pdf
            37        10/3/09 Off                                                                                                                        file
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Mission
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Luminaria
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Logistics
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Fundraising
            37        10/3/09 Recruit your fundraising coach                                                    Fundraising
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Food
                              Work with your Event chair to recruit your food subcommittee. Suggested
            37        10/3/09 committees: beverage, snack, breakfast, lunch, dinner                             Food
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Event Chair/Co-Chair(s)
            37        10/3/09 Reminder phone calls to committee regarding committee meeting.                    Event Chair/Co-Chair(s)
            37        10/3/09 Mail Event Kickoff invites                                                        Event Chair/Co-Chair(s)
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Advocacy
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Activities & Entertainment
            37        10/3/09 Submit article to Publicity Chair for newsletter                                  Accounting & Registration                                                                                     3
                                                                                                                                                         All usernames and passwords will be changed in FY10 everyone
            37        10/3/09 Be trained in TES if needed                                                       Accounting & Registration                must register again
Weeks Out        Due Date                                            Task                                              Responsible Committee    Completed                            Comments/Notes
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Team Development
            36       10/10/09 Confirm CRM appointments with High Impact (top 5 teams) are set.                     Team Development
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Survivorship
                              Contact local doctors' offices dealing with cancer patients or ones likely to
            36       10/10/09 diagnose regarding Relay and recruiting for the survivor ceremony                    Survivorship                             Utilize Community Assessment/Survivorship Recruitment
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Sponsorship
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Publicity
            36       10/10/09 Prepare & receive approval for newsletter                                            Publicity
            36       10/10/09 Distrubute PR docs to community and media                                            Publicity
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Online
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Mission
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Luminaria
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Logistics
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Fundraising
                              Gather fundraising policies and best practices to share at kick-off-
            36       10/10/09 communicate to Event Chair                                                           Fundraising
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Food
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Event Chair/Co-Chair(s)
                              Working with Team Development Chair and CC/ID Staff partners, ensure top 5
            36       10/10/09 teams have a CRM visit scheduled.                                                    Event Chair/Co-Chair(s)
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Advocacy
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Activities & Entertainment
            36       10/10/09 Partnership Agreements developed & signed by all committee members                   Accounting & Registration
            35       10/17/09 Recruit at least one Relay team                                                      Team Development
            35       10/17/09 Call Team Captains and remind them of Kickoff                                        Team Development
            35       10/17/09 Recruit at least one Relay team                                                      Survivorship
            35       10/17/09 Request mailing labels from ACS for all survivors                                    Survivorship
            35       10/17/09 Recruit at least one Relay team                                                      Sponsorship
            35       10/17/09 Recruit at least one Relay team                                                      Publicity
            35       10/17/09 Send Press Release regarding Event Kickoff                                           Publicity
            35       10/17/09 Mail or Email newsletter                                                             Publicity
            35       10/17/09 Recruit at least one Relay team                                                      Online
                              Upload newsletter onto event website                                                 Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
            35       10/17/09
                              Send email to announce Kick-Off event to encourage teams to sign up before           Online                                   Use coaching/recruitment email sample on website - customize to
            35       10/17/09 Kick-Off event                                                                                                                your event
            35       10/17/09 Recruit at least one Relay team                                                      Mission
            35       10/17/09 Recruit at least one Relay team                                                      Luminaria
            35       10/17/09 Plan Kickoff luminaria ceremony                                                      Luminaria
            35       10/17/09 Recruit at least one Relay team                                                      Logistics
            35       10/17/09 Recruit at least one Relay team                                                      Fundraising
            35       10/17/09 Recruit at least one Relay team                                                      Food
            35       10/17/09 Recruit at least one Relay team                                                      Event Chair/Co-Chair(s)
                              Set agenda for committee meeting. Event Analysis & Planning/Timeline
            35       10/17/09 Review                                                                               Event Chair/Co-Chair(s)
            35       10/17/09 Minutes mailed or emailed to committee from past meeting.                            Event Chair/Co-Chair(s)
            35       10/17/09 100 of Committee Chairs Recruited                                                    Event Chair/Co-Chair(s)
            35       10/17/09 Recruit at least one Relay team                                                      Advocacy
                              Meet with Staff Partner to discuss ACS CAN, plan a breif recruitment
            35       10/17/09 presentation for Event Kickoff                                                       Advocacy
            35       10/17/09 Recruit at least one Relay team                                                      Activities & Entertainment
            35       10/17/09 Recruit at least one Relay team                                                      Accounting & Registration
            34       10/24/09 Obtain RSVP's for Kickoff from staff partner                                         Team Development
                                                                                                                                                            Obtain Sponsorship Proposal and supporting ACS brochures for
                              Make presentations with potential sponsors and be sure to include a team                                                      sponsorship meeting (build relationships in the community with RFL
            34       10/24/09 recruitment ask (ongoing)                                                            Sponsorship                              National Corporate Team Partners
            34       10/24/09 Confirm all donations for Event Kickoff                                              Food
            33       10/31/09 Submit article to Publicity Chair for newsletter                                     Team Development
            33       10/31/09 Submit article to Publicity Chair for newsletter                                     Survivorship
                              Send out "Thanksgiving" touchpoint cards to all survivors - include survivor
            33       10/31/09 registration forms                                                                   Survivorship                             Touchpoint cards are available in Ariba/POD

            33       10/31/09   Coordinate feature stories with your publicity chair for newsletter and/or media   Survivorship
            33       10/31/09   Submit article to Publicity Chair for newsletter                                   Sponsorship
            33       10/31/09   Submit article to Publicity Chair for newsletter                                   Publicity
            33       10/31/09   Submit article to Publicity Chair for newsletter                                   Online
                              Enter All Committees and groups of Team Captains, Sponsors, Participants,            Online                                   Obtain listing from Staff Partner - all reports are found in TES
                              Prospects, etc., into an Email Group - Convio/update Greeting page work with
            33       10/31/09 Team Development Chair
                              Compile fundraising resources to post on Relay website with with Fundraising         Online
            33       10/31/09 Chair
            33       10/31/09 Submit article to Publicity Chair for newsletter                                     Mission
                                                                                                                                                                                                                                4
            33       10/31/09 Submit article to Publicity Chair for newsletter                                     Luminaria
            33       10/31/09 Submit article to Publicity Chair for newsletter                                     Logistics
Weeks Out        Due Date                                                           Task                                 Responsible Committee    Completed                           Comments/Notes
            33       10/31/09   Submit   article   to   Publicity   Chair   for   newsletter                         Fundraising
            33       10/31/09   Submit   article   to   Publicity   Chair   for   newsletter                         Food
            33       10/31/09   Submit   article   to   Publicity   Chair   for   newsletter                         Event Chair/Co-Chair(s)
            33       10/31/09   Submit   article   to   Publicity   Chair   for   newsletter                         Advocacy
            33       10/31/09   Submit   article   to   Publicity   Chair   for   newsletter                         Activities & Entertainment
            33       10/31/09 Submit article to Publicity Chair for newsletter                                       Accounting & Registration
            33       10/31/09 Begin to collect and record Team registration fees (continual)                         Accounting & Registration
            32        11/7/09 Schedule time to talk with all past teams that were not present at Kickoff             Team Development
            32        11/7/09 Call all rsvp's Kickoff that were not there                                            Team Development
            32        11/7/09 Assign team mentors to new team captains                                               Team Development
                              Take survivor and luminaria forms to doctor's offices, hospitals, faith-based
                              orgs and health systems/clinics. Meet with office manager to help coordinate                                                    Prescription Pad, Use RFL Event Publicity Brochure found on
            32        11/7/09 our recruitment efforts - continue to check in on them                                 Survivorship                             Ariba/POD & RFL POP Counterstand/SSC (Item# 7548.06)

                                Produce a list of potential sponsors for underwriting costs of survivor t-shirt,                                              Coordinate this effort with Sponsorship Chair to avoid overlap of
            32        11/7/09   medallions, dinner reception, pins, etc - coordinate with sponsor Chair              Survivorship                             requests
            32        11/7/09   Prepare & receive approval for newsletter                                            Publicity
            32        11/7/09   Follow up with media regarding Kickoff                                               Publicity
            32        11/7/09   Update Greeting Page                                                                 Online
                                Send email to all participants - Thanks for attending/Sorry we missed you at         Online                                   Use coaching/recruitment email sample on website - customize to
            32        11/7/09   Kick-Off                                                                                                                      your event
            32        11/7/09   Work with staff to pull Luminaria data and plan fall blitz                           Luminaria
            32        11/7/09   Coordinate a fall fundraising event.                                                 Fundraising
                                Send handwritten thank-you notes to vendors who donated products to the
            32        11/7/09   kick-off                                                                             Food
            32        11/7/09   Event Analysis & Planning Plan Review with Staff                                     Event Chair/Co-Chair(s)
                                Meet with Staff Partner to discuss advocacy priorities and advocacy focus for
            32        11/7/09   RFL.                                                                                 Advocacy
                                Personal Visit to all past teams that didn't attend the Kickoff and that you don't
                                have any definitive answer from - get recommendation if unable to commit
            31       11/14/09   (other team member)                                                                  Team Development                         Provide materials from Kickoff and recent newsletter
            31       11/14/09   Mail postcard reminder to team captains for upcoming meeting.                        Team Development
            31       11/14/09   Mail or email Team Captain 'touch card'                                              Team Development                         Print On Demand
            31       11/14/09   Mail or Email newsletter                                                             Publicity
            31       11/14/09   Send out - Thanksgiving email campaign                                               Online
            31       11/14/09   Mail post card notices to committee regarding November meeting.                      Event Chair/Co-Chair(s)                  Brandwizard
                                Upload newsletter onto event website                                                 Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
            30       11/21/09
            30       11/21/09 Send Volunteer Appreciation Email                                                      Online                                   Use coaching email template on your website
            30       11/21/09 Set TC Mtg agenda with Team D Chair.                                                   Event Chair/Co-Chair(s)
                              Set agenda for committee meeting. Review the Full timeline for items to
            30       11/21/09 discuss                                                                                Event Chair/Co-Chair(s)
            29       11/28/09 Phone call reminder to team captains for upcoming meeting.                             Team Development
            29       11/28/09 Email meeting reminder to team captains/committee members                              Online
            29       11/28/09 Collect fundraising information for meeting.                                           Fundraising

            29       11/28/09 Make reminder phone calls to committee for November committee meeting.                 Event Chair/Co-Chair(s)
            28        12/5/09 Submit first feature story (ACS mission focused) to Local Paper                        Publicity
            28        12/5/09 Working with Advocacy Chair set Advocacy Priorities for event.                         Event Chair/Co-Chair(s)
                              Develop a plan for accomplishing advocacy priorities through RFL with Event
            28        12/5/09 Chair and Staff Partners                                                               Advocacy
                              Review incentive prizes, cash receipts and participant vs. team captain
            28        12/5/09 envelopes at Team meeting                                                              Accounting & Registration
            27       12/12/09 Team touch to paid teams and not paid teams (personal visit or call)                   Team Development
            27       12/12/09 Send Holiday Card to all Team Captains                                                 Team Development                         Ordered through ACS Marketing Department
            27       12/12/09 Conduct CRM appointments with High Impact (top 5 teams).                               Team Development
            27       12/12/09 Send out holiday cards to all survivors                                                Survivorship                             Obtain holiday cards & mailing labels from ACS Staff Partner
            27       12/12/09 Send holiday cards to past and potential sponsors                                      Sponsorship                              Obtain cards from Event Chairs/ACS Staff Partner
            27       12/12/09 Update Greeting Page/Post Meeting Minutes                                              Online
            27       12/12/09 Minutes mailed or emailed to committee from past meeting                               Event Chair/Co-Chair(s)

                              Begin to recruit members of Advocacy sub-committee to consist of 2-3 people
            27       12/12/09 who will focus on advocacy activities at Relay events, including meetings              Advocacy
                              Update All Committees, Team Captains, Sponsors, Participants, Prospects,               Online                                   Request .csv reports out of TES from Staff Partner of all groups listed
            26       12/19/09 etc., into Email Group.
                              Send email to all RFL contacts to encourage them to sign up their team online          Online                                   Request .csv reports out of TES from Staff Partner of all groups listed
            26       12/19/09 - include link to webpage
                              Send Kickoff follow up Email campaign to Kickoff Attendees to encourage                Online                                   Use coaching/recruitment email sample on website - customize to
            25       12/26/09 them to sign up their team online                                                                                               your event
            25       12/26/09 Fall/Winter Luminaria Blitz complete                                                   Luminaria
            25       12/26/09 Ensure Top 5 team CRM visits are completed.                                            Event Chair/Co-Chair(s)
            24         1/2/10 Submit article to Publicity Chair for newsletter                                       Team Development
                                                                                                                                                                                                                                  5
                              Provide minutes from January meeting to Online Chair & follow-up with teams
            24         1/2/10 not present.                                                                           Team Development
Weeks Out        Due Date                                             Task                                      Responsible Committee    Completed                            Comments/Notes
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Survivorship
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Sponsorship
                              Provide update (prior to committee mtg) for Event Analysis & Planning to
            24         1/2/10 Event Chairs/Staff                                                            Sponsorship                              This can be a communication of any kind, i.e., phone/email
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Publicity
            24         1/2/10 Gather articles from sub-committees for newsletter.                           Publicity
            24         1/2/10 Add important dates (Team Mtgs, T-shirt Deadline etc) to Convio site          Online
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Online
            24         1/2/10 Send email to announce TCU & attach link to TCU invitation                    Online                                   Request TCU invitation to upload on Relay website
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Mission
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Luminaria
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Logistics
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Fundraising
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Food
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Event Chair/Co-Chair(s)
            24         1/2/10 Event Analysis & Planning Plan Review with Staff                              Event Chair/Co-Chair(s)
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Advocacy
            24         1/2/10 Prepare invitation to local ACS CAN Lead to attend committee meeting          Advocacy
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Activities & Entertainment
            24         1/2/10 Submit article to Publicity Chair for newsletter                              Accounting & Registration
                              Send January Team Meeting invite, touch base with Event Chair on Meeting
            23         1/9/10 Agenda                                                                        Team Development
                              Contact vendors for food & giveaways (work with Sponsorship Chair to                                                   Typically sponsors will provide for giveaways as part of promoting
            23         1/9/10 determine any giveaways provided by sponsors) work with Food Chair            Survivorship                             their company/business
            23         1/9/10 Prepare & receive approval for newsletter                                     Publicity
                              Send email to all RFL contacts to encourage them to set up webpages and       Online
            23         1/9/10 send emails - include link to webpage
            23         1/9/10 Work with Team Development to prepare fundraising tips for Team meeting       Fundraising
            23         1/9/10 Set agenda for January committee meeting/Team Captain meeting                 Event Chair/Co-Chair(s)
            23         1/9/10 Send post card notice to committee for January meeting.                       Event Chair/Co-Chair(s)
            22        1/16/10 Follow up with all Team Kickoff attendees                                     Team Development
            22        1/16/10 Mail or Email newsletter                                                      Publicity
            22        1/16/10 Send email campaign to all committee/team captains - meeting reminder         Online
            22        1/16/10 Make reminder phone calls to committee for January meeting.                   Event Chair/Co-Chair(s)
                              Upload newsletter onto event website                                          Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
            21        1/23/10
                              Attend Committee/Team Captain meeting and request for any forms and/or        Online                                   Run reports out of Convio prior to meeting
                              fundraisers to post on website/Recognize Teams & Top Individual fundraiser
            21        1/23/10 at team captain meeting
                              Use Team D Retention Strategy from Event Analysis & Planning to determine
            20        1/30/10 spring team targets.                                                          Team Development                         Event Analysis & Planning
                              Personal Phone Calls to High Impact (top 5 teams) that received a CRM visit
            20        1/30/10 as follow up from kickoff, set CRM visit.                                     Team Development
            20        1/30/10 Mail or email Team Captain 'touch card'                                       Team Development                         Print On Demand
                              Send out "Valentine's Day" touchpoint cards to survivors - include survivor
            20        1/30/10 registration forms                                                            Survivorship                             Touchpoint cards are available in Ariba/POD
            20        1/30/10 Plan Survivor Engagement Event                                                Survivorship
                              Post Committee Meeting Mintes and any Fundraising information on website      Online
            20        1/30/10
            20        1/30/10 Begin planning Fall/Winter Luminaria Blitz                                    Luminaria
                              Provide information from January meeting to Online Chair & follow-up with
            20        1/30/10 teams not present                                                             Fundraising
            20        1/30/10 Work with Advocacy Chair to invite ACT lead to next meeting.                  Event Chair/Co-Chair(s)
            20        1/30/10 Minutes mailed or emailed to committee from January committee meeting.        Event Chair/Co-Chair(s)
                              Work with Event chair on agenda for next committee meeting to include ACT
                              Lead/ACT Relay Lead. Update about ACT Structure and assistance available
            20        1/30/10 through structure.                                                            Advocacy
            19         2/6/10 Submit article to Publicity Chair for newsletter                              Team Development
            19         2/6/10 Determine if a second Kickoff is needed. Compile list of invites.             Team Development                         Kickoff could be for new teams
            19         2/6/10 Submit article to Publicity Chair for newsletter                              Survivorship
                              Ongoing recruitment at churches, post RFL event in their bulletin (Event
            19         2/6/10 Analysis & Planning)                                                          Survivorship                             Faith-based bulletin template on Brandwizard
            19         2/6/10 Submit article to Publicity Chair for newsletter                              Sponsorship
                              Send logos to Online Chair of all sponsors whose logos are entitled to be     Sponsorship
            19         2/6/10 posted on website (ONGOING)
                              Provide update (prior to committee mtg) for Event Analysis & Planning to
            19         2/6/10 Event Chairs/Staff                                                            Sponsorship                              This can be a communication of any kind, i.e., phone/email
                              Obtain logos from all sponsors to be used in print materials (ongoing - see
            19         2/6/10 recognition)                                                                  Sponsorship                              Upload logos onto Print On Demand (POD)
            19         2/6/10 Submit article to Publicity Chair for newsletter                              Publicity
            19         2/6/10 Gather articles from sub-committees for newsletter.                           Publicity
                              Update all teams, sponsors, in kind donors, committee, survivors and          Online                                                                                                        6
            19         2/6/10 prospects, etc into email loop (Convio)
            19         2/6/10 Submit article to Publicity Chair for newsletter                              Online
Weeks Out        Due Date                                             Task                                              Responsible Committee    Completed                          Comments/Notes
                              Obtain logos from Sponsorship Chair of all sponsors whose logos are entitled          Online                                   Refer to Convio manual on how to upload logos using animated gif
            19         2/6/10 to be posted on website (ONGOING)                                                                                              files
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Mission
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Luminaria
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Logistics
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Fundraising
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Food
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Event Chair/Co-Chair(s)
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Advocacy
                              Conduct a brief training for Advocacy sub-committee members on advocacy
            19         2/6/10 priorities and event activity options                                                 Advocacy
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Activities & Entertainment
            19         2/6/10 Submit article to Publicity Chair for newsletter                                      Accounting & Registration
                              Send Febuary Team Meeting invite, touch base with Event Chair on meeting
            18        2/13/10 agenda.                                                                               Team Development
            18        2/13/10 Send Logos to Publicity Chair (Ongoing)                                               Sponsorship
            18        2/13/10 Review In-Kind donations/requests with Food Chair                                     Sponsorship
                              Publicize out to food vendors the opportunity to sell products at Relay, giving a
            18        2/13/10 minimum of 20% of their proceeds, work with Food Chair                                Sponsorship
            18        2/13/10 Receive logo's from Sponsorship Chair                                                 Publicity
            18        2/13/10 Print posters and brochures with event sponsors                                       Publicity
            18        2/13/10 Prepare & receive approval for newsletter                                             Publicity
                              Day of event volunteers, begin coordinating with subcommittees on their
            18        2/13/10 needs & begin recruiting.                                                             Logistics

            18        2/13/10   Create and enlarge site map, provide campsite layout to team development.           Logistics
            18        2/13/10   Arrange for stage and sound system                                                  Logistics
            18        2/13/10   Plan Spring Relay-wide fundraiser                                                   Fundraising
            18        2/13/10   Contact schools about Mini-Relays                                                   Fundraising
            18        2/13/10   Review in-kind sponsors needs with Sponsorship Chair                                Food
                                Publicize out to food vendors the opportunity to sell products at Relay, giving a
            18        2/13/10   minimum of 20% of their proceeds, work with Sponsorship Chair                       Food
                                Set agenda for committee meeting/team captain meeting. Event Analysis &
            18        2/13/10   Planning/Timeline Review                                                            Event Chair/Co-Chair(s)
                                Personal Visit or Phone call made to this year's sponsors and last year's Top 3
            18        2/13/10   Individual fundraisers.                                                             Event Chair/Co-Chair(s)
            18        2/13/10   Mail post card notices to committee regarding February meeting.                     Event Chair/Co-Chair(s)
            18        2/13/10   Event Analysis & Planning Plan Review with Staff                                    Event Chair/Co-Chair(s)
            17        2/20/10   Reminder phone calls to Team Captains for February Meeting.                         Team Development
            17        2/20/10   If 2nd Kickoff Needed, send out invites                                             Team Development
                                Coordinate a survivor speaker for Opening/Survivor Ceremony work with
            17        2/20/10   Event Chair                                                                         Survivorship
                                                                                                                                                             Sponsors are typically eager to provide any company-logo items as
            17        2/20/10 Request any prizes from sponsors for Activities/Entertainment Chair                   Sponsorship                              prizes.
                                                                                                                                                             Obtain Sponsorship Proposal and supporting ACS brochures for
                              Make presentations with potential sponsors and be sure to include a team                                                       sponsorship meeting (build relationships in the community with RFL
            17        2/20/10 recruitment ask (ongoing)                                                             Sponsorship                              National Corporate Team Partners
            17        2/20/10 Submit second feature story (ACS mission focused) to local paper                      Publicity
            17        2/20/10 Mail or Email newsletter                                                              Publicity
                              Send email to all RFL contacts to encourage them to set up webpages and               Online                                   Use coaching/recruitment email sample on website - customize to
            17        2/20/10 send emails - include link to webpage.                                                                                         your event/Promote "Why We Relay"
            17        2/20/10 Send email regarding next Team Captain meeting                                        Online
            17        2/20/10 Develop Mission activities for day-of event. Work with Advocacy Chair.                Mission
            17        2/20/10 Secure Luminaria Ceremony speaker                                                     Luminaria
            17        2/20/10 Contact city/twp regarding curfew, noise policies, permits, etc.                      Logistics

            17        2/20/10 Reminder phone calls to committee members for February committee meeting.             Event Chair/Co-Chair(s)
                              Review and decide what advocacy and fight back activities you will be
            17        2/20/10 including in your event.                                                              Advocacy
                              Work with Survivorship and Luminaria on speakers and music for opening
            17        2/20/10 ceremony and luminaria ceremony                                                       Activities & Entertainment
                              Work with sponsorship to secure any prizes needed for games and
            17        2/20/10 competitions                                                                          Activities & Entertainment
                              Work with logistics in coordinating the needs of the entertainment, performers,
            17        2/20/10 games and contests - (ongoing)                                                        Activities & Entertainment
            17        2/20/10 Begin to determine contests you will have and the judging criteria                    Activities & Entertainment
                              Training complete for all money counters / collectors for coding and accounting
            17        2/20/10 procedures for bank nights                                                            Accounting & Registration
            17        2/20/10 Continue collecting and recording team registration fees                              Accounting & Registration
                              Arrange for on-site accounting logistics. A secure location that can be locked.
                              If needed, arrange for a trailer, motor home or construction shed to house
            17        2/20/10 money counters away from noise and activity.                                          Accounting & Registration                                                                                   7
            16        2/27/10 Work with Publicity Chair to conduct "Paint The Town Purple"                          Team Development                         flyer Templates available through POD & Brandwizard
            16        2/27/10 Review Team D strategies with Event Chair.                                            Team Development                         Event Analysis & Planning
Weeks Out        Due Date                                            Task                                               Responsible Committee    Completed                           Comments/Notes
            16        2/27/10 Hold Survivor Engagement Activity                                                     Survivorship
                              Upload newsletter onto event website                                                  Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
            16        2/27/10
                              Preliminary Walk through of facility: bathrooms, water, hadicapped
            16        2/27/10 acdcessible, power, PA system, etc.                                                   Logistics                                Checklist for site needs.
                                                                                                                                                             Crisis Communication Materials/Training available on the Link;
                                Develop inclement weather and crisis communication plans and make the                                                        Communication/Mkt Folder; Inclement Weather Resources found in
            16        2/27/10   proper indoor arrangements.                                                         Logistics                                the Relay Folder- Inclement Weather
            16        2/27/10   Review Event Analysis & Planning strategies with Team D Chair.                      Event Chair/Co-Chair(s)
            16        2/27/10   Ensure Paint The Town Purple Activites are conducted.                               Event Chair/Co-Chair(s)
            16        2/27/10   Provide schedule of activities to Online chair for posting to website.              Activities & Entertainment
            15         3/6/10   Submit   article   to   Publicity   Chair   for   newsletter                        Team Development
            15         3/6/10   Submit   article   to   Publicity   Chair   for   newsletter                        Survivorship
            15         3/6/10   Submit   article   to   Publicity   Chair   for   newsletter                        Sponsorship
            15         3/6/10   Submit   article   to   Publicity   Chair   for   newsletter                        Publicity
            15         3/6/10   Send Press Release prompting Team Meeting                                           Publicity
            15         3/6/10   Gather articles from sub-committees for newsletter.                                 Publicity
            15         3/6/10   Distribute collateral materials throughout the community                            Publicity
            15         3/6/10   Upload Meeting Minutes &customize Greeting Page                                     Online
            15         3/6/10   Submit article to Publicity Chair for newsletter                                    Online
            15         3/6/10   Update Greeting Page/Post Meeting Minutes                                           Online
            15         3/6/10   Submit article to Publicity Chair for newsletter                                    Mission
            15         3/6/10   Submit article to Publicity Chair for newsletter                                    Luminaria
            15         3/6/10   Plan Luminaria Direct Sale Sites                                                    Luminaria
            15         3/6/10   Submit article to Publicity Chair for newsletter                                    Logistics
            15         3/6/10   Submit article to Publicity Chair for newsletter                                    Fundraising
                              Provide information from February meeting to Online Chair & follow-up with
            15         3/6/10 teams not present                                                                     Fundraising
            15         3/6/10 Submit article to Publicity Chair for newsletter                                      Food
            15         3/6/10 Seek community service organizations to serve/make food at Relay                      Food
                              Begin to work with subcommittee to secure donations of food and beverages
            15         3/6/10 being provided to participants during the event                                       Food
            15         3/6/10 Submit article to Publicity Chair for newsletter                                      Event Chair/Co-Chair(s)
            15         3/6/10 Minutes mailed or emailed to committee from past meeting                              Event Chair/Co-Chair(s)
            15         3/6/10 Submit article to Publicity Chair for newsletter                                      Advocacy
            15         3/6/10 Submit article to Publicity Chair for newsletter                                      Activities & Entertainment
            15         3/6/10 Prepare schedule of activities and criteria for contests for next newsletter          Activities & Entertainment
            15         3/6/10 Submit article to Publicity Chair for newsletter                                      Accounting & Registration
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Team Development
            14        3/13/10 Team Blitz if not at 80% of Team Goal (weeks 14-12)                                   Team Development
                              Send March Team Meeting Invite, touch base with Event Chair on Meeting
            14        3/13/10 Agenda                                                                                Team Development
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Survivorship
                              Coordinate with Logistics Chair for tent, chairs, etc…for reception/onsite
            14        3/13/10 registration as well as handicap and survivor parking                                 Survivorship
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Sponsorship
                              Provide update (prior to committee mtg) for Event Analysis & Planning to
            14        3/13/10 Event Chairs/Staff                                                                    Sponsorship                              This can be a communication of any kind, i.e., phone/email
                                                                                                                                                             Obtain Sponsorship Proposal and supporting ACS brochures for
                              Make presentations with potential sponsors and be sure to include a team                                                       sponsorship meeting (build relationships in the community with RFL
            14        3/13/10 recruitment ask (ongoing)                                                             Sponsorship                              National Corporate Team Partners
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Publicity
            14        3/13/10 Prepare & receive approval for newsletter                                             Publicity
            14        3/13/10 Media Advertisements confirmed & begin running                                        Publicity
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Online
                              Send out email to encourage online fundraising/challenge - include message            Online                                   Use 1 of 7 coaching emails set up on website - customize to your
                              related to registering their team online for event to achieve Pacesetter                                                       event
            14        3/13/10
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Mission
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Luminaria
            14        3/13/10 Day Of Event Logistic needs due from all Chairs.                                      Logistics
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Logistics
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Fundraising
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Food
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Event Chair/Co-Chair(s)
                              Set agenda for committee meeting. Event Analysis & Planning/Timeline
            14        3/13/10 Review                                                                                Event Chair/Co-Chair(s)
            14        3/13/10 Post card notices to committee regarding March meeting.                               Event Chair/Co-Chair(s)
            14        3/13/10 Event Analysis & Planning Plan Review with Staff                                      Event Chair/Co-Chair(s)
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Advocacy
                              Work with Logistics Chair to make sure you have everything you need for
                              Advocacy - tent, table, chairs, banners etc..final logistics needs due to logistics
                                                                                                                                                                                                                                 8
            14        3/13/10 chair.                                                                                Advocacy
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                        Activities & Entertainment
Weeks Out        Due Date                                             Task                                             Responsible Committee   Completed                            Comments/Notes
            14        3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                      Accounting & Registration
                              Reminder phone call or email to team captains for March meeting; progress of
            13        3/20/10 fundraising                                                                         Team Development
            13        3/20/10 Continue Team Blitz (if needed)                                                     Team Development
            13        3/20/10 Assign team mentors to new team captains                                            Team Development
            13        3/20/10 Mail or Email newsletter                                                            Publicity
                              Email Campaign to all RFL contacts with link to online webpage                      Online                                   Use coaching/recruitment email sample on website - customize to
            13        3/20/10                                                                                                                              your event
                              Upload newsletter onto event website                                                Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
            13        3/20/10
            13        3/20/10 Send email to team captains/committee meeting reminder                              Online
            13        3/20/10 Reminder phone calls to committee members for March meeting.                        Event Chair/Co-Chair(s)
            12        3/27/10 Submit article to Publicity Chair for newsletter                                    Team Development
            12        3/27/10 RSVPs due for 2nd kickoff (if needed) - Reminder calls to kickoff invites           Team Development
            12        3/27/10 Follow up on Team D strategies with Event Chair                                     Team Development
            12        3/27/10 Complete Team Blitz (if needed)                                                     Team Development
            12        3/27/10 Submit article to Publicity Chair for newsletter                                    Survivorship
            12        3/27/10 Submit article to Publicity Chair for newsletter                                    Sponsorship

            12        3/27/10 Secure underwriting sponsorship for event Program Book work with Publicity          Sponsorship
            12        3/27/10 Submit article to Publicity Chair for newsletter                                    Publicity
                              Secure underwriting sponsorship for event Program Book work with
            12        3/27/10 Sponsorship                                                                         Publicity
            12        3/27/10 Press Release highlighting a team story to media                                    Publicity
            12        3/27/10 Gather articles from sub-committees for newsletter.                                 Publicity
                              Post onsite map, Crisis management plan for inclement weather and Meeting           Online
            12        3/27/10 Minutes
                              Luminaria Email Campaign to LY purchasers and all RFL contacts                      Online                                   Run LY Luminaria Donor Report out of TES (merge file) to obtain
            12        3/27/10                                                                                                                              email addresses
            12        3/27/10 Submit article to Publicity Chair for newsletter                                    Online
            12        3/27/10 Submit article to Publicity Chair for newsletter                                    Mission
            12        3/27/10 Send mission focused info to Publicity chair for media story.                       Mission
            12        3/27/10 Plan Fight Back Ceremony for Day-of event.                                          Mission
            12        3/27/10 Submit article to Publicity Chair for newsletter                                    Luminaria
            12        3/27/10 Send Inclement weather plan & site map to Online Chair.                             Logistics
                              Recruit volunteers for traffic control-map out the needs of barricades, traffic
            12        3/27/10 flow, etc.                                                                          Logistics
            12        3/27/10 Recruit Volunteers for medical services and security.                               Logistics                                If no Security is donated, Division will pay up to $500
                              Coordinate parking plan for the event, be sure to speak with Survivorship
            12        3/27/10 regarding survivor needs.                                                           Logistics
            12        3/27/10 Arrange to get dumpsters donated, if necessary                                      Logistics

            12        3/27/10   Arrange for Volunteers or other organization to clean up the site after the event. Logistics
            12        3/27/10   Arrange for portable toilets (donated) if necessary                                Logistics
            12        3/27/10   Arrange for Donation of items on the suggested materials list                      Logistics
            12        3/27/10   Submit article to Publicity Chair for newsletter                                   Logistics
            12        3/27/10   Submit article to Publicity Chair for newsletter                                  Fundraising
            12        3/27/10   Submit article to Publicity Chair for newsletter                                  Food
            12        3/27/10   Secure any needed health permits                                                  Food
            12        3/27/10   Submit article to Publicity Chair for newsletter                                  Event Chair/Co-Chair(s)
            12        3/27/10   Review Event Analysis & Planning strategies with Team D Chair.                    Event Chair/Co-Chair(s)
            12        3/27/10   Submit article to Publicity Chair for newsletter                                  Advocacy
                              Work with sub-committee to develop a plan for the set-up of the Advocacy tent-
            12        3/27/10 decorations, lights etc…                                                       Advocacy
                              Educate attendees at March team meeting about ACS Advocacy efforts and
            12        3/27/10 activities for the event.                                                      Advocacy
            12        3/27/10 Submit article to Publicity Chair for newsletter                               Activities & Entertainment
            12        3/27/10 Arrange for on-stage and off-stage entertainment.                              Activities & Entertainment
            12        3/27/10 Submit article to Publicity Chair for newsletter                               Accounting & Registration
                              Provide information from March meeting to Online chair & follow up with teams
            11         4/3/10 not present ask for fundraiser happening                                       Team Development
            11         4/3/10 Phone follow up calls to teams from Team Blitz (if needed)                     Team Development
            11         4/3/10 Hold 2nd Kickoff if needed                                                     Team Development
            11         4/3/10 Submit feature story (ACS mission focused) to local paper                      Publicity
            11         4/3/10 Prepare & receive approval for newsletter                                      Publicity
            11         4/3/10 Take luminaria bags to area schools - decorate by 6 weeks out                  Luminaria
            11         4/3/10 Provide Faith Based locations with Luminaria information.                      Luminaria
            11         4/3/10 Plan Luminaria Ceremony                                                        Luminaria
            11         4/3/10 Check with food vendor for logistical needs.                                   Logistics
                              Provide information from March meeting to Online Chair& follow-up with teams
            11         4/3/10 not present                                                                    Fundraising
            11         4/3/10 Secure day of event volunteers                                                 Food                                                                                                              9
            11         4/3/10 Finalize food vendors - send any logistic needs to Logistics chair.            Food
            11         4/3/10 Minutes mailed or emailed to committee from past meeting                       Event Chair/Co-Chair(s)
Weeks Out        Due Date                                            Task                                           Responsible Committee    Completed                           Comments/Notes
            11         4/3/10 Work with staff partner to develop invitation to event for legislators.           Advocacy
                              Send April Team Meeting Invite, touch bases with Event Chair on Meeting
            10        4/10/10 Agenda                                                                            Team Development
                              Personal Phone Calls to High Impact (top 5 teams) that received a CRM visit -
            10        4/10/10 Spring Fundraising check-in.                                                      Team Development
            10        4/10/10 Mail or email Team Captain 'touch card'                                           Team Development                         Print On Demand
                              Survivor mailing - registration and invite to reception - (Ask for RSVP by 6
            10        4/10/10 weeks out from Event for T-Shirt Ordering)                                        Survivorship
                              Provide update (prior to committee mtg) for Event Analysis & Planning to
            10        4/10/10 Event Chairs/Staff                                                                Sponsorship                              This can be a communication of any kind, i.e., phone/email
                                                                                                                                                         Obtain Sponsorship Proposal and supporting ACS brochures for
                              Make presentations with potential sponsors and be sure to include a team                                                   sponsorship meeting (build relationships in the community with RFL
            10        4/10/10 recruitment ask (ongoing)                                                         Sponsorship                              National Corporate Team Partners
            10        4/10/10 Mail or Email newsletter                                                          Publicity
                              Distribute collateral materials throughout the community (second round,
            10        4/10/10 replenish low supplies)                                                           Publicity
                              Email Campaign to all RFL contacts with link to online webpage                    Online                                   Use coaching/recruitment email sample on website - customize to
            10        4/10/10                                                                                                                            your event
            10        4/10/10 Add important dates (Team Mtgs, T-shirt Deadline etc) to Website                  Online                                   Obtain schedule from Event Chairs/Staff Partner
                              Luminaria mailing to all Luminaria purchasers from last year, survivors, teams
            10        4/10/10 and all contacts                                                                  Luminaria
            10        4/10/10 Gather information for meeting.                                                   Fundraising
            10        4/10/10 Post card notices to committee regarding April committee meeting.                 Event Chair/Co-Chair(s)
            10        4/10/10 Event Analysis & Planning Plan Review with Staff                                  Event Chair/Co-Chair(s)
            10        4/10/10 Send Invitations to legislators                                                   Advocacy
                              Reminder phone call to team captains for April meeting & T-shirts, registration
            9         4/17/10 due date                                                                          Team Development                         Subject: Tshirts, registration dues
                              Set up Radio & TV Interviews (work with other Relay sites within same market
            9         4/17/10 area)                                                                             Publicity
            9         4/17/10 Press Release promoting the Team Meeting sent to media                            Publicity                                Utilize RFL Communications Guide
                              Upload newsletter onto event website                                              Online                                   Obtain newsletter from Publicity Chair and upload .pdf file to website
             9        4/17/10
             9        4/17/10 Send email meeting reminder to team captains/committee members                    Online
                              Work with staff to order Luminaria Bags and Candles. Secure donation of
            9         4/17/10 sand (if needed)                                                                  Luminaria
                              Begin organizing volunteers to help with writing names & selling luminarias at
            9         4/17/10 the event - and setting up the bags                                               Luminaria
                              Set agenda for committee meeting/set TC agenda with Team D chair. Event
            9         4/17/10 Analysis & Planning/ Timeline Review                                              Event Chair/Co-Chair(s)
            9         4/17/10 Reminder phone calls to committee member for April meeting.                       Event Chair/Co-Chair(s)
                              Provide minutes from April meeting to Online Chair & follow-up with teams not
            8         4/24/10 present at meeting.                                                               Team Development
                              Provide to Publicity Chair any survivor stories to be submitted into event
             8        4/24/10 program book                                                                      Survivorship                             Working with Publicity/Sponsorship Chair
                              Give each team captain at team meeting - 5 invitations to personally invite
             8        4/24/10 cancer survivors to the event                                                     Survivorship

             8        4/24/10 Coordinate handwritten Thank You notes from survivors to your team captains. Survivorship                                  Touchpoint card available on Ariba/POD
                              Succession Planning completed with the Growth Committee Chairs recruited
            8         4/24/10 for next year                                                                     Sponsorship

            8         4/24/10 Coordinate with Publicity Chair to set-up event program book with sponsor ads Sponsorship                                  Event Program Book template to be found on Brandwizard
                              Succession Planning completed with the Growth Committee Chairs recruited
            8         4/24/10 for next year                                                                     Publicity
                              Begin preliminary lay-out of event Program Book, work with Sponsorship Chair
            8         4/24/10 to receive Sponsor info                                                      Publicity                                     Brandwizard
                              Email to continue the momentum with online fundraising (challenge) include   Online                                        Use 1 of 7 coaching emails set up on website - customize to your
             8        4/24/10 mission messaging.                                                                                                         event
                              Succession Planning completed with the Production Committee Chairs
            8         4/24/10 recruited for next year                                                           Luminaria
            8         4/24/10 Recruit volunteers for set-up and take-down at event.                             Logistics
                              Succession Planning completed with the Production Committee Chairs
            8         4/24/10 recruited for next year                                                           Logistics
                              Succession Planning completed with the Growth Committee Chairs recruited
            8         4/24/10 for next year                                                                     Fundraising
                              Provide information from April meeting to Online Chair & follow-up with teams
            8         4/24/10 not present                                                                       Fundraising
                              Succession Planning completed with the Production Committee Chairs
            8         4/24/10 recruited for next year                                                           Food
                              Succession Planning completed with the Production Committee Chairs
            8         4/24/10 recruited for next year                                                           Activities & Entertainment
            8         4/24/10 Work with logistics chair to get sound, light and stage donated                   Activities & Entertainment
                                                                                                                                                                                                                            10
                              Succession Planning completed with the Production Committee Chairs
            8         4/24/10 recruited for next year                                                           Accounting & Registration
Weeks Out       Due Date                                             Task                                           Responsible Committee    Completed                           Comments/Notes
            7         5/1/10 Submit article to Publicity Chair for newsletter                                   Team Development
            7         5/1/10 Follow up on Team D strategies with Event Chair                                    Team Development
            7         5/1/10 Submit article to Publicity Chair for newsletter                                   Survivorship

            7         5/1/10 RSVPs due for survivor mailing - T-shirt sizes, Reception & Recognition Gift       Survivorship                             Utilize PA Standard Recognition Gift item for Survivors (photo album)
            7         5/1/10 Submit article to Publicity Chair for newsletter                                   Sponsorship
                                                                                                                                                         Be sure to have .eps format for screenprinter - Peter Kleine (t-shirt
            7         5/1/10   All sponsor logos for t-shirts submitted to staff partner                        Sponsorship                              vendor) does provide for logos on back of tees
            7         5/1/10   Submit article to Publicity Chair for newsletter                                 Publicity
            7         5/1/10   Submit feature ACS mission focused story to media                                Publicity
            7         5/1/10   Gather articles from sub-committees for newsletter.                              Publicity
            7         5/1/10   Submit article to Publicity Chair for newsletter                                 Online
            7         5/1/10   Post Meeting Minutes on website                                                  Online
                               Email Campaign to all RFL contacts with link to online webpage                   Online                                   Use coaching/recruitment email sample on website - customize to
            7         5/1/10                                                                                                                             your event
            7         5/1/10   Submit   article   to   Publicity   Chair   for   newsletter                     Mission
            7         5/1/10   Submit   article   to   Publicity   Chair   for   newsletter                     Luminaria
            7         5/1/10   Submit   article   to   Publicity   Chair   for   newsletter                     Logistics
            7         5/1/10   Submit   article   to   Publicity   Chair   for   newsletter                     Fundraising
            7         5/1/10   Spring fundraiser complete                                                       Fundraising
            7         5/1/10   Collect final list of team onsite fundraisers                                    Fundraising
            7         5/1/10   Submit article to Publicity Chair for newsletter                                 Food
            7         5/1/10   Submit article to Publicity Chair for newsletter                                 Event Chair/Co-Chair(s)
            7         5/1/10   Review Event Analysis & Planning strategies with Team D Chair.                   Event Chair/Co-Chair(s)
            7         5/1/10   Minutes mailed or emailed to committee from past meeting                         Event Chair/Co-Chair(s)
            7         5/1/10   Submit article to Publicity Chair for newsletter                                 Advocacy
            7         5/1/10   Submit article to Publicity Chair for newsletter                                 Activities & Entertainment
                               Work with staff partner to order or make plaques, certificates & / or other
            7         5/1/10   awards needed during Relay for Activities                                        Activities & Entertainment
            7         5/1/10   All entertainment, activities and onsite fundraisers confirmed                   Activities & Entertainment
            7         5/1/10   Submit article to Publicity Chair for newsletter                                 Accounting & Registration
            6         5/8/10   All DOE schedules are due to Publicity Chair for Program Book                    Team Development
                             Send May Team Meeting Invite, touch base with Event Chair on meeting
            6         5/8/10 agenda                                                                             Team Development
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Survivorship
                             Provide master schedule and script to Activities & Entertainment - outline of
            6         5/8/10 ceremony flow                                                                      Survivorship
            6         5/8/10 Follow up calls for survivor reception & T-Shirts                                  Survivorship
                             Coordinate with ACS staff partner the ordering of shirts, materials and survivor
            6         5/8/10 recognition gift                                                                   Survivorship
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Sponsorship
                             Provide update (prior to committee mtg) for Event Analysis & Planning to
            6         5/8/10 Event Chairs/Staff                                                                 Sponsorship                              This can be a communication of any kind, i.e., phone/email
                                                                                                                                                         Obtain Sponsorship Proposal and supporting ACS brochures for
                             Make presentations with potential sponsors and be sure to include a team                                                    sponsorship meeting (build relationships in the community with RFL
            6         5/8/10 recruitment ask (ongoing)                                                          Sponsorship                              National Corporate Team Partners
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Publicity
            6         5/8/10 Prepare & receive approval for newsletter                                          Publicity

            6         5/8/10 Continue to gather needed information for program book - final!                    Publicity                                Team List, Schedule of Events, Sponsor names/logos, Photos etc.
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Online
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Mission
                             Work with staff to ensure all Mission related signage/materials are
            6         5/8/10 confirmed/ordered.                                                                 Mission                                  Fight Back Banner, Fight Back Pledge Cards, Stickers, Flags etc..
            6         5/8/10 Ensure all Mission related signage/materials are confirmed/ordered.                Mission                                  Mission Message Track Signs/Accomplishment Banners
            6         5/8/10 Develop day-of Mission messaging, provide to Chair.                                Mission
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Luminaria
            6         5/8/10 Provide list of pre-sold Luminaria to Publicity Chair for Program Book.            Luminaria
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Logistics
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Fundraising
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Food
            6         5/8/10 Send day of event instructions to food vendors                                     Food
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Event Chair/Co-Chair(s)
            6         5/8/10 Event Analysis & Planning Review with Staff                                        Event Chair/Co-Chair(s)
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Advocacy
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Activities & Entertainment
            6         5/8/10 Recruit a master of ceremonies                                                     Activities & Entertainment
            6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                      Accounting & Registration
            6         5/8/10 Ensure event t-shirts are ordered with appropriate extras as needed.               Accounting & Registration
                             Continue collecting and recording team registration fees, recording in TES as
            6         5/8/10 appropriate.                                                                       Accounting & Registration
                             Reminder phone call to Team Captains for Mtg - fundraising? Contests being                                                                                                                      11
            5        5/15/10 entered?, Bank Night, etc                                                          Team Development
Weeks Out       Due Date                                           Task                                           Responsible Committee    Completed                           Comments/Notes

                             Review event program book with Publicity Chair to ensure that all sponsors                                                Utilizing Master Sponsor Report out of TES including
            5        5/15/10 are recognized with their full benefit entitlements - before going to print      Sponsorship                              benefit/recognition levels
            5        5/15/10 Request thank you letter from event chair for program book.                      Publicity
            5        5/15/10 Mail or Email newsletter                                                         Publicity
                             Confirm all information for Program Book has been received, final layout of
            5        5/15/10 book done                                                                        Publicity
            5        5/15/10 Email campaign - fundraising challenge                                           Online
                             Set agenda for committee meeting/set TC agenda with Team D chair. Event
            5        5/15/10 Analysis & Planning/Timeline Review                                              Event Chair/Co-Chair(s)
            5        5/15/10 Reminder phone calls made regarding upcoming committee meeting.                  Event Chair/Co-Chair(s)
            5        5/15/10 Materials List Reviewed with All Committee Chairs (Need items Donated)           Event Chair/Co-Chair(s)
            5        5/15/10 Mail or email post card reminder for committee meeting.                          Event Chair/Co-Chair(s)
                               Succession Planning completed with the Growth Committee Chairs recruited
            4        5/22/10 for next year                                                                    Team Development
            4        5/22/10 Order Team Fundraising Club Track Signs and year labels                          Team Development                         Ariba - Shared Services
                             Succession Planning completed with the Growth Committee Chairs recruited
            4        5/22/10 for next year                                                                    Survivorship
                             Send out "National Cancer Survivor Day" touchpoint cards out - National
            4        5/22/10 Cancer Survivor Day is first Sunday in June                                      Survivorship                             Touchpoint card available in Ariba/POD
                             Develop plan to capture all registered survivors attending and any new
            4        5/22/10 survivors not yet registered                                                     Survivorship

            4        5/22/10 Order appreciation gifts (plaques/certificates) to recognize sponsors at Relay   Sponsorship                              Certificates template on Brandwizard
                             Contact all sponsors for their banners to be displayed at event & discuss                                                 Request timeline from sponsor for return of banner post-event
            4        5/22/10 introductions at event                                                           Sponsorship                              (consider using for wrap-up)
            4        5/22/10 All Sponsor Signs and Track Signs Ordered (Work with Logistics Chair)            Sponsorship                              Ariba Item/Shared Services 7542.29
                             Work with Logisitics to arrange communication to the neighborhood of the
            4        5/22/10 event through flyers, newspaper article, postcard mailing etc…                   Publicity
            4        5/22/10 Send Program Book to printer                                                     Publicity
            4        5/22/10 Distribute collateral materials throughout community - third round               Publicity
                               Succession Planning completed with the Growth Committee Chairs recruited
            4        5/22/10 for next year                                                                    Online
                             Succession Planning completed with the Growth Committee Chairs recruited
            4        5/22/10 for next year                                                                    Mission
            4        5/22/10 Confirm details of Fight Back Ceremony                                           Mission
            4        5/22/10 Ensure all Luminaria supplies have been received and are confirmed.              Luminaria
            4        5/22/10 Confirm all Luminaria Ceremony details (speakers, singers, music etc)            Luminaria
                             Make up schedule for volunteers who will periodically fill toilet paper, clean
            4        5/22/10 bathrooms and collect trash.                                                     Logistics
            4        5/22/10 Work with Registration/Accounting Chair to review Security plan.                 Logistics
                             Work with Publicity to arrange communication to the neighborhood of the
            4        5/22/10 event through flyers, newspaper article, postcard mailing etc…                   Logistics
                             With site officials, walk through the site for exact placement of logistical
            4        5/22/10 support, medical, committee head quarters, etc                                   Logistics
            4        5/22/10 Walkie-Talkies (if needed) Secured                                               Logistics
                             Prepare a description of available parking and campsite size for newsletter,
            4        5/22/10 provide to Publicity and Online Chairs.                                          Logistics
                             Confirm all necessary materials to be transported to and from the site with
            4        5/22/10 vendors (signs, water, tents, etc)                                               Logistics
                             Collect Job Descriptions & Time Schedule for Event Day Volunteers from
            4        5/22/10 Committee Chairs                                                                 Logistics
                                                                                                                                                       Shared Services: Mission/Research Track Signs - Item # 7526.10, Event
            4        5/22/10 All Directional & Informational Signs Made or Ordered                            Logistics                                Directional Sign Kit - item # 7549.41
            4        5/22/10 Confirm all logistic needs have been covered                                     Food
                               Succession Planning completed with the Growth Committee Chairs recruited
            4        5/22/10 for next year                                                                    Event Chair/Co-Chair(s)
                             Succession Planning completed with the Growth Committee Chairs recruited
            4        5/22/10 for next year                                                                    Event Chair/Co-Chair(s)
                             Succession Planning completed with the Growth Committee Chairs recruited
            4        5/22/10 for next year                                                                    Advocacy
            4        5/22/10 Confirm day of event advocacy volunteers                                         Advocacy
            4        5/22/10 Provide master schedule to Event Chair                                           Activities & Entertainment
            4        5/22/10 All speakers confirmed for ceremonies                                            Activities & Entertainment
            4        5/22/10 Secure day-of event supplies. Confirm accounting location at event.              Accounting & Registration
            4        5/22/10 Final review of Incentive program at Team meeting                                Accounting & Registration
                             Determine number of Fundraising Club Teams and order their track signs and
            4        5/22/10 pins                                                                             Accounting & Registration
                             Confirm money handling procedure. Where will money be held, will there be a
            4        5/22/10 bank deposit, what is the security?                                              Accounting & Registration
                             All Accounting Volunteers: Accounting Procedures reviewed & all trained for
            4        5/22/10 Bank Night                                                                       Accounting & Registration                                                                                    12
            3        5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                Team Development
            3        5/29/10 Send team meeting minutes to Team Captains & Online Chair                        Team Development
Weeks Out         Due Date                                         Task                                               Responsible Committee    Completed                           Comments/Notes
             3         5/29/10   Reminder phone calls to Team Captains for upcoming Bank Night.                   Team Development
             3         5/29/10   Develop Work The Track Plan                                                      Team Development
             3         5/29/10   Determine Wrap-Up meeting Date & Location.                                       Team Development
             3         5/29/10   All Ceremony Scripts are due to Activities & Entertaintment Chair                Survivorship
             3         5/29/10   All Ceremony Scripts are due to Activities & Entertaintment Chair                Sponsorship
                               Send letter to all confirmed and past sponsors and formally invite them to the
             3         5/29/10 Relay                                                                              Sponsorship                              Obtain letterhead from ACS Staff partner
                               Provide update (prior to committee mtg) for Event Analysis & Planning to
             3         5/29/10 Event Chairs/Staff                                                                 Sponsorship                              This can be a communication of any kind, i.e., phone/email
                               Communicate with Event Chairs & Activities/Entertainment Chairs the manner
             3         5/29/10 in which sponsors will be acknowledged at event                                    Sponsorship
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Publicity
             3         5/29/10 Work with Logistics to arrange communication on inclement weather plan.            Publicity
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Online
             3         5/29/10 Work with Logistics to arrange communication on inclement weather plan.            Online
                               Send out last minute email challenge to participants                               Online                                   Use 1 of 7 coaching emails set up on website - customize to your
             3         5/29/10                                                                                                                             event
             3         5/29/10 Send out email campaign to promote upcoming Bank Night                             Online
             3         5/29/10 Post Meeting Minutes on website                                                    Online
                               Email Campaign to all RFL contacts with link to online webpage                     Online                                   Use coaching/recruitment email sample on website - customize to
             3         5/29/10                                                                                                                             your event
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Mission
             3         5/29/10 Scripting for Fight Back Ceremony completed                                        Mission
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Luminaria
                               Confirm day-of luminaria details (tables, supplies etc.) Confirm Luminaria day-
             3         5/29/10 of volunteers.                                                                     Luminaria
                               Work with Publicity & Online chairs to arrange communication on inclement
             3         5/29/10 weather plan.                                                                      Logistics
             3         5/29/10 100% of Event Day volunteers recruited                                             Logistics
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Logistics
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Fundraising
                               Provide information from May meeting to Online Chair & follow-up with teams
             3         5/29/10 not present                                                                        Fundraising
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Food
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Event Chair/Co-Chair(s)
             3         5/29/10 Notice to committee regarding committee meeting/bank night.                        Event Chair/Co-Chair(s)
             3         5/29/10 Minutes mailed or emailed to committee from past meeting                           Event Chair/Co-Chair(s)
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Advocacy
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Activities & Entertainment
                               All ceremony scripting due to you: luminaria ceremony, opening and closing
             3         5/29/10 ceremony and survivor reception                                                    Activities & Entertainment
             3         5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                  Accounting & Registration
             3         5/29/10 Check out TES                                                                      Accounting & Registration                Instructions are on The Link
                               Phone call reminder to team captains for Bank Night. Message to raise more
             2          6/5/10 money to receive the t-shirt, pick them up, turn in donations                      Team Development
             2          6/5/10 Obtain T-shirt to distribute report from staff partner                             Team Development                         TES Report
             2          6/5/10 Reminder calls for survivor reception                                              Survivorship
                               Onsite Distribution Plan Developed for Survivor Tees, Medals, Sashes, Etc.
             2          6/5/10 (parking, sorting & packing of gifts & recognition items)                          Survivorship                             Utilize Survivor Master List in TES
             2          6/5/10 Submit Team feature story to media                                                 Publicity
             2          6/5/10 Publicity flyers distributed within neighborhood (Inviting them to Event)          Publicity
                               Email Campaign to all RFL contacts with link to online webpage - last push         Online
             2          6/5/10

             2          6/5/10 Follow up calls to confirm all vendors (have a written agreement for deliveries)   Logistics
             2          6/5/10 Distribute Job Descriptions & time schedule to event day volunteers                Logistics
                               Develop Logistics list of vendors, contacts, phone numbers, items being
                               delivered and times for delivery - Prepare copies and share w/event chair,
             2          6/5/10 staff and sub-committee.                                                           Logistics
             2          6/5/10 Set agenda for committee meeting/Bank Night/T-shirt distribution                   Event Chair/Co-Chair(s)
                               Follow up calls to confirm all entertainment (you should have some written
             2          6/5/10 confirmation in place)                                                             Activities & Entertainment
             2          6/5/10 Pre-pack team t-shirts for week 1 bank night.                                      Accounting & Registration
                               Determine if there are any other Star Supporters or Fundraising Club teams -
              2         6/5/10 order track signs and pins                                                         Accounting & Registration
              2         6/5/10 Check in TES after Bank Night                                                      Accounting & Registration
            1.5         6/8/10 10 Days 'Til Relay Email to all participants                                       Online                                   Use coaching email and customize to your event
            1.5         6/8/10 Reminder phone calls to committee regarding committee meeting.                     Event Chair/Co-Chair(s)
              1        6/12/10 Set agenda for Day Of Event Team Captain Meeting                                   Team Development
                               Awards List determined for Closing Ceremonies and Awards ready for
             1         6/12/10 distribution                                                                       Team Development
             1         6/12/10 Have checklist of items: music selection set up, food & drinks, etc.               Survivorship                                                                                                13
             1         6/12/10 Reminder call to sponsors regarding the event                                      Sponsorship
             1         6/12/10 Pick up Program Book                                                               Publicity
Weeks Out         Due Date                                              Task                                          Responsible Committee    Completed                          Comments/Notes
             1         6/12/10   Phone Call to All media of upcoming event                                        Publicity
             1         6/12/10   Send email that includes a survival/what to bring list                           Online                                   Obtain "day of event" needs from Event Chair
             1         6/12/10   Compile a master list of day-of-event volunteers, share with committee.          Logistics
             1         6/12/10   Host Committee Walk-Thru of event site.                                          Logistics
             1         6/12/10   Walk through DOE registration with volunteers                                    Accounting & Registration
             1         6/12/10   Check out TES for final Bank Night and DOE                                       Accounting & Registration
                                 Sponsor list & Comments Submitted to Chair for Opening and Closing
            0.5        6/15/10   Ceremony                                                                         Sponsorship
            0.5        6/15/10   Finalize all activities                                                          Activities & Entertainment
                                 Email Campaign to all RFL participants with link to online webpage with last     Online                                   Use coaching/recruitment email sample on website - customize to
                                 minute logistics, include message that it's not too late/don't stop now…we're                                             your event
            0.3        6/16/10   almost there!
            0.2        6/17/10   Mark and label campsites prior to tent delivery.                                 Logistics
            0.1        6/18/10   Overesee tent deliveries                                                         Logistics
            0.1        6/18/10   Finalize packing all items necessary for the event                               Logistics
              0        6/19/10   Recognize Team Fundraising Club Teams                                            Team Development
              0        6/19/10   Recognize All Teams                                                              Team Development
                                 Personal visit to the campsites of top teams that received a CRM visit to say
             0         6/19/10   hello and thank you.                                                             Team Development
             0         6/19/10   Implement Work The Track Plan                                                    Team Development
             0         6/19/10   Day of Event Team Captain's Meeting held                                         Team Development
             0         6/19/10   Take a photo of all of your survivors - before or after opening lap              Survivorship
             0         6/19/10   Set up and decorate Survivor tent                                                Survivorship
             0         6/19/10   Have each survivor do their own luminaria bag at the event                       Survivorship
                                                                                                                                                           Ideas may be found on the Link "Darn Good Ideas Survivorship
             0         6/19/10 Entire committee participate in Survivor engagement activities at RFL event        Survivorship                             Engagement Activities"
                               Recognize & thank sponsors at opening and closing ceremonies presenting
             0         6/19/10 appreciation gifts/plaques/certificates                                            Sponsorship
                               Assist Logistics Chair in ensuring that all sponsor banners are on display at
             0         6/19/10 the event                                                                          Sponsorship
             0         6/19/10 Sponsor Photos taken for Proof of Performance                                      Publicity
             0         6/19/10 Follow up call to media                                                            Publicity
             0         6/19/10 Distribute Program Book                                                            Publicity
             0         6/19/10 Be available to all media that shows day-of-event                                  Publicity
             0         6/19/10 Hold Fight Back Ceremony, collect Pledge Cards.                                    Mission
             0         6/19/10 Set up Day-Of Luminaria sales location                                             Luminaria
             0         6/19/10 Hold Day-of Luminaria sales, prepare bags as needed.                               Luminaria
             0         6/19/10 Conduct Luminaria ceremony.                                                        Luminaria
             0         6/19/10 Clean up Luminaria - post ceremoney (next morning)                                 Luminaria
                               Provide site layout map and review instructions for the day with sub-
                               committeee and volunteers. Review inclement weaather and crisis
             0         6/19/10 communication plan                                                                 Logistics
             0         6/19/10 Oversee site set-up: banners, track signs, etc.                                    Logistics
             0         6/19/10 Coordinate on-site fundraisers                                                     Fundraising
             0         6/19/10 Work closely with Logistics committee on set up needs and equipment                Food
                               During the event, thank teams, sponsors, survivors and other participants
             0         6/19/10 whenever possible.                                                                 Food
             0         6/19/10 Minutes mailed or emailed to committee from past meeting.                          Event Chair/Co-Chair(s)
                               Conduct day-of event advocacy activities, work with Mission Chair on Fight
             0         6/19/10 Back Ceremony                                                                      Advocacy
                               Run final reports of team money raised, luminaria sales, sponsorship and total
             0         6/19/10 money raised.                                                                      Accounting & Registration
             0         6/19/10 Print DOE reports needed from TES for registration                                 Accounting & Registration
                               Organize materials on registration tables two or three hours before the start of
             0         6/19/10 the vent.                                                                          Accounting & Registration
             0         6/19/10 Ensure that all Registration Forms are Accurate & Waivers are Signed               Accounting & Registration
                               Ensure that all monies collected are tallied and credited appropriately. Take
                               money to bank or secured locked location overnight before turnign into ACS
             0         6/19/10 for processing.                                                                    Accounting & Registration




                                                                                                                                                                                                                             14
                                                           RELAY FOR LIFE TIMELIN
Event Date:

 6/19/2010                                   Team Retention Strategy


Weeks Out     Due Date                                   Task

                          30% of Team Goal, 30% Top Ten Teams registered, 30% Past Team
     24            1/2/10 registered, 30% Survivor Goal, 30% Sponsorship Goal

                          50% of Team Goal, 50% of Past Team registered, 50% of Top Ten
     16           2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal
                          80% of Team Goal, 80% of Top Ten Teams registered, 80% of Past
     12           3/27/10 Teams Registered, 80% Sponsorship Goal, 80% Survivor Goal
                          Succession Planning completed with the following Chairs recruited
                          for 2011: Chair, Co-Chair, Team D, Survivorship D, Advocacy,
      6            5/8/10 Mission and Online
R LIFE TIMELINE 2009/2010


            Responsible
             Committee             Completed
      Team Development/Team
      Recruitment

      Team Devleopment/Team
      Recruitment/Team Retention
      Team Development/Team
      Recruitment
010



                       Comments/Notes

      Pacesetter Benchmark


      Pacesetter Benchmark


      Pacesetter Benchmark



      Pacesetter Benchmark
                                                                                                                    RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
  6/19/2010                                                                   Accounting - Registration Timeline

 Weeks Out     Due Date                                                                        Task                                                       Responsible Committee     Completed                       Comments/Notes


          51      6/27/09 Assist with data clean up and incentive mailing                                                                               Accounting & Registration


          49      7/11/09 Send thank yous to subcommittee & others where appropriate                                                                    Accounting & Registration


          48      7/18/09 Complete "What Went Well" section of Event Analysis in TES                                                                    Accounting & Registration


          48      7/18/09 Committee Wrap Up meeting                                                                                                     Accounting & Registration


          46       8/1/09 Event Wrap Up Party                                                                                                           Accounting & Registration


          45       8/8/09 Attend Event Analysis and Planning meeting (optional for data entry purposes only)                                            Accounting & Registration


          42      8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee                                                      Accounting & Registration


          41       9/5/09 Complete Event Configuration within TES, Sponsors, Incentives, etc                                                            Accounting & Registration


          40      9/12/09 Review team registration process                                                                                              Accounting & Registration


          40      9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off                                                            Accounting & Registration


          39      9/19/09 Determine team registration process, fee and deadlines with Team Recruitment chair                                            Accounting & Registration


          37      10/3/09 Submit article to Publicity Chair for newsletter                                                                              Accounting & Registration

                                                                                                                                                                                                All usernames and passwords will be changed in FY10
          37      10/3/09 Be trained in TES if needed                                                                                                   Accounting & Registration               everyone must register again


          36     10/10/09 Partnership Agreements developed & signed by all committee members                                                            Accounting & Registration


          36     10/10/09 Committee Meeting/Kick-Off planning meeting                                                                                   Accounting & Registration


          35     10/17/09 Recruit at least one Relay team                                                                                               Accounting & Registration


          33     10/31/09 Submit article to Publicity Chair for newsletter                                                                              Accounting & Registration


          33     10/31/09 Begin to collect and record Team registration fees (continual)                                                                Accounting & Registration


          33     10/31/09 Attend Kick-Off                                                                                                               Accounting & Registration


          28      12/5/09 Review incentive prizes, cash receipts and participant vs. team captain envelopes at Team meeting                             Accounting & Registration


          28      12/5/09 Committee/Team Captain Meeting                                                                                                Accounting & Registration


          24       1/2/10 Submit article to Publicity Chair for newsletter                                                                              Accounting & Registration


          24       1/2/10 25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team registered, 25% Survivor Goal, 25% Sponsorship Goal             Accounting & Registration


          21      1/23/10 Committee/Team Captain Meeting                                                                                                Accounting & Registration


          19       2/6/10 Submit article to Publicity Chair for newsletter                                                                              Accounting & Registration
                                                                                                                                                                                                                                       18
          17      2/20/10 Training complete for all money counters / collectors for coding and accounting procedures for bank nights                    Accounting & Registration
Weeks Out       Due Date                                                                       Task                                                                         Responsible Committee     Completed                        Comments/Notes


        17         2/20/10 Continue collecting and recording team registration fees                                                                                       Accounting & Registration

                           Arrange for on-site accounting logistics. A secure location that can be locked. If needed, arrange for a trailer, motor home or construction
        17         2/20/10 shed to house money counters away from noise and activity.                                                                                     Accounting & Registration


        16         2/27/10 50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team registered, 50% Survivor Goal, 50% Sponsorship Goal                              Accounting & Registration


        16         2/27/10 Committee/Team Captain Meeting                                                                                                                 Accounting & Registration


        15          3/6/10 Submit article to Publicity Chair for newsletter                                                                                               Accounting & Registration


        14         3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                                                                                 Accounting & Registration


        12         3/27/10 Submit article to Publicity Chair for newsletter                                                                                               Accounting & Registration


        12         3/27/10 80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team registered, 80% Survivor Goal, 80% Sponsorship Goal                              Accounting & Registration


        12         3/27/10 Committee/Team Captain Meeting                                                                                                                 Accounting & Registration


            8      4/24/10 Succession Planning completed with the Production Committee Chairs recruited for next year                                                     Accounting & Registration


            8      4/24/10 Committee/Team Captain Meeting                                                                                                                 Accounting & Registration


            7       5/1/10 Submit article to Publicity Chair for newsletter                                                                                               Accounting & Registration


            6       5/8/10 All DOE schedules are due to Publicity Chair for Program Book                                                                                  Accounting & Registration


            6       5/8/10 Ensure event t-shirts are ordered with appropriate extras as needed.                                                                           Accounting & Registration


            6       5/8/10 Continue collecting and recording team registration fees, recording in TES as appropriate.                                                     Accounting & Registration


            4      5/22/10 Secure day-of event supplies. Confirm accounting location at event.                                                                            Accounting & Registration


            4      5/22/10 Final review of Incentive program at Team meeting                                                                                              Accounting & Registration


            4      5/22/10 Determine number of Fundraising Club Teams and order their track signs and pins                                                                Accounting & Registration


            4      5/22/10 Confirm money handling procedure. Where will money be held, will there be a bank deposit, what is the security?                                Accounting & Registration


            4      5/22/10 All Accounting Volunteers: Accounting Procedures reviewed & all trained for Bank Night                                                         Accounting & Registration


            4      5/22/10 Committee/Team Captain Meeting                                                                                                                 Accounting & Registration


            3      5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                                                                              Accounting & Registration


            3      5/29/10 Check out TES                                                                                                                                  Accounting & Registration               Instructions are on The Link


            2       6/5/10 Pre-pack team t-shirts for week 1 bank night.                                                                                                  Accounting & Registration


            2       6/5/10 Determine if there are any other Star Supporters or Fundraising Club teams - order track signs and pins                                        Accounting & Registration


            2       6/5/10 Check in TES after Bank Night                                                                                                                  Accounting & Registration


            2       6/5/10 Bank Night                                                                                                                                     Accounting & Registration                                                     19
Weeks Out       Due Date                                                                        Task                                                                   Responsible Committee     Completed   Comments/Notes


            1      6/12/10 Walk through DOE registration with volunteers                                                                                             Accounting & Registration


            1      6/12/10 Check out TES for final Bank Night and DOE                                                                                                Accounting & Registration


            1      6/12/10 Onsite stadium walk-thru                                                                                                                  Accounting & Registration


            1      6/12/10 Committee/Bank Night/Tshirt Distribution                                                                                                  Accounting & Registration


            0      6/19/10 Run final reports of team money raised, luminaria sales, sponsorship and total money raised.                                              Accounting & Registration


            0      6/19/10 Print DOE reports needed from TES for registration                                                                                        Accounting & Registration


            0      6/19/10 Organize materials on registration tables two or three hours before the start of the vent.                                                Accounting & Registration


            0      6/19/10 Ensure that all Registration Forms are Accurate & Waivers are Signed                                                                      Accounting & Registration

                           Ensure that all monies collected are tallied and credited appropriately. Take money to bank or secured locked location overnight before
            0      6/19/10 turnign into ACS for processing.                                                                                                          Accounting & Registration




                                                                                                                                                                                                                              20
                                                                                                 RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                                                        Survivorship Timeline

                                                                                                                                                                          Responsible
Weeks Out      Due Date                                                                       Task                                                                         Committee    Completed                       Comments/Notes

          50        7/4/09 Ensure wrap-up invites are mailed out to survivors to formally invite them to Wrap-Up Celebration                                        Survivorship                    Team Development will create the invite


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                                                                               Survivorship


          49       7/11/09 Nominate survivor for Voices of Hope program from your event                                                                             Survivorship                    VOH Application found on Relayforlife.org - PA Page


          48       7/18/09 Mail or email 'thank you' letter (and possibly group photo) to all survivors                                                             Survivorship


          48       7/18/09 Committee Wrap Up meeting                                                                                                                Survivorship

                           Recruit subcommittee members - breakdown committee to: Pre-event registration/year-round survivorship
          46        8/1/09 activities/reception/Mission messaging                                                                                                   Survivorship                    Working closely with ACS Staff Partners (ID/CC)


          46        8/1/09 Event Wrap Up Party                                                                                                                      Survivorship


          45        8/8/09 Participate in Event Analysis Planning Meeting and set survivorship recruitment goal                                                     Survivorship


          44       8/15/09 Develop and sign agreed upon Partnership Agreement                                                                                       Survivorship


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee                                                                 Survivorship

                           Participate in the planning of the Kick-Off with all other committee members - to plan for survivor speaker, activities & mission
          40       9/12/09 messaging                                                                                                                                Survivorship


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off                                                                       Survivorship


          37       10/3/09 Submit article to Publicity Chair for newsletter                                                                                         Survivorship


          37       10/3/09 Ensure Kick-Off invitations were sent to all cancer survivors                                                                            Survivorship                    Utilize list from TES - Survivor Master Report


          36      10/10/09 Partnership Agreements developed & signed by all committee members                                                                       Survivorship

                           Contact local doctors' offices dealing with cancer patients or ones likely to diagnose regarding Relay and recruiting for the survivor
          36      10/10/09 ceremony                                                                                                                                 Survivorship                    Utilize Community Assessment/Survivorship Recruitment


          36      10/10/09 Committee Meeting/Kick-Off planning meeting                                                                                              Survivorship


          35      10/17/09 Recruit at least one Relay team                                                                                                          Survivorship


          35      10/17/09 Request mailing labels from ACS for all survivors                                                                                        Survivorship


          33      10/31/09 Submit article to Publicity Chair for newsletter                                                                                         Survivorship


          33      10/31/09 Send out "Thanksgiving" touchpoint cards to all survivors - include survivor registration forms                                          Survivorship                    Touchpoint cards are available in Ariba/POD


          33      10/31/09 Coordinate feature stories with your publicity chair for newsletter and/or media                                                         Survivorship


          33      10/31/09 Attend Kick-Off                                                                                                                          Survivorship                                                               21
                           Take survivor and luminaria forms to doctor's offices, hospitals, faith-based orgs and health systems/clinics. Meet with office                                          Prescription Pad, Use RFL Event Publicity Brochure found on
          32       11/7/09 manager to help coordinate our recruitment efforts - continue to check in on them                                                        Survivorship                    Ariba/POD & RFL POP Counterstand/SSC (Item# 7548.06)
                                                                                                                                                                           Responsible
Weeks Out   Due Date                                                                       Task                                                                             Committee    Completed                        Comments/Notes
                        Produce a list of potential sponsors for underwriting costs of survivor t-shirt, medallions, dinner reception, pins, etc - coordinate with                                   Coordinate this effort with Sponsorship Chair to avoid overlap
       32       11/7/09 sponsor Chair                                                                                                                                Survivorship                    of requests


       28       12/5/09 Committee/Team Captain Meeting                                                                                                               Survivorship


       27      12/12/09 Send out holiday cards to all survivors                                                                                                      Survivorship                    Obtain holiday cards & mailing labels from ACS Staff Partner


       24        1/2/10 Submit article to Publicity Chair for newsletter                                                                                             Survivorship


       24        1/2/10 25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team registered, 25% Survivor Goal, 25% Sponsorship Goal                            Survivorship

                        Contact vendors for food & giveaways (work with Sponsorship Chair to determine any giveaways provided by sponsors) work with                                                 Typically sponsors will provide for giveaways as part of
       23        1/9/10 Food Chair                                                                                                                                   Survivorship                    promoting their company/business


       21       1/23/10 Committee/Team Captain Meeting                                                                                                               Survivorship


       20       1/30/10 Send out "Valentine's Day" touchpoint cards to survivors - include survivor registration forms                                               Survivorship                    Touchpoint cards are available in Ariba/POD


       20       1/30/10 Plan Survivor Engagement Event                                                                                                               Survivorship


       19        2/6/10 Submit article to Publicity Chair for newsletter                                                                                             Survivorship


       19        2/6/10 Ongoing recruitment at churches, post RFL event in their bulletin (Event Analysis & Planning)                                                Survivorship                    Faith-based bulletin template on Brandwizard


       17       2/20/10 Coordinate a survivor speaker for Opening/Survivor Ceremony work with Event Chair                                                            Survivorship


       16       2/27/10 Hold Survivor Engagement Activity                                                                                                            Survivorship


       16       2/27/10 50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team registered, 50% Survivor Goal, 50% Sponsorship Goal                            Survivorship


       16       2/27/10 Committee/Team Captain Meeting                                                                                                               Survivorship


       15        3/6/10 Submit article to Publicity Chair for newsletter                                                                                             Survivorship


       14       3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                                                                               Survivorship


       14       3/13/10 Coordinate with Logistics Chair for tent, chairs, etc…for reception/onsite registration as well as handicap and survivor parking             Survivorship


       12       3/27/10 Submit article to Publicity Chair for newsletter                                                                                             Survivorship


       12       3/27/10 80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team registered, 80% Survivor Goal, 80% Sponsorship Goal                            Survivorship


       12       3/27/10 Committee/Team Captain Meeting                                                                                                               Survivorship


       10       4/10/10 Survivor mailing - registration and invite to reception - (Ask for RSVP by 6 weeks out from Event for T-Shirt Ordering)                      Survivorship


        8       4/24/10 Provide to Publicity Chair any survivor stories to be submitted into event program book                                                      Survivorship                    Working with Publicity/Sponsorship Chair


        8       4/24/10 Give each team captain at team meeting - 5 invitations to personally invite cancer survivors to the event                                    Survivorship


        8       4/24/10 Coordinate handwritten Thank You notes from survivors to your team captains.                                                                 Survivorship                    Touchpoint card available on Ariba/POD

                                                                                                                                                                                                                                                    22
        8       4/24/10 Committee/Team Captain Meeting                                                                                                               Survivorship
                                                                                                                                                                    Responsible
Weeks Out   Due Date                                                                     Task                                                                        Committee    Completed                       Comments/Notes

        7       5/1/10 Submit article to Publicity Chair for newsletter                                                                                       Survivorship

                                                                                                                                                                                              Utilize PA Standard Recognition Gift item for Survivors (photo
        7       5/1/10 RSVPs due for survivor mailing - T-shirt sizes, Reception & Recognition Gift                                                           Survivorship                    album)


        6       5/8/10 All DOE schedules are due to Publicity Chair for Program Book                                                                          Survivorship


        6       5/8/10 Provide master schedule and script to Activities & Entertainment - outline of ceremony flow                                            Survivorship


        6       5/8/10 Follow up calls for survivor reception & T-Shirts                                                                                      Survivorship


        6       5/8/10 Coordinate with ACS staff partner the ordering of shirts, materials and survivor recognition gift                                      Survivorship


        4      5/22/10 Succession Planning completed with the Growth Committee Chairs recruited for next year                                                 Survivorship


        4      5/22/10 Send out "National Cancer Survivor Day" touchpoint cards out - National Cancer Survivor Day is first Sunday in June                    Survivorship                    Touchpoint card available in Ariba/POD


        4      5/22/10 Develop plan to capture all registered survivors attending and any new survivors not yet registered                                    Survivorship


        4      5/22/10 Committee/Team Captain Meeting                                                                                                         Survivorship


        3      5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                                                                      Survivorship


        2       6/5/10 Reminder calls for survivor reception                                                                                                  Survivorship


        2       6/5/10 Onsite Distribution Plan Developed for Survivor Tees, Medals, Sashes, Etc. (parking, sorting & packing of gifts & recognition items)   Survivorship                    Utilize Survivor Master List in TES


        2       6/5/10 Bank Night                                                                                                                             Survivorship


        1      6/12/10 Have checklist of items: music selection set up, food & drinks, etc.                                                                   Survivorship


        1      6/12/10 Onsite stadium walk-thru                                                                                                               Survivorship


        1      6/12/10 Committee/Bank Night/Tshirt Distribution                                                                                               Survivorship


        0      6/19/10 Take a photo of all of your survivors - before or after opening lap                                                                    Survivorship


        0      6/19/10 Set up and decorate Survivor tent                                                                                                      Survivorship


        0      6/19/10 Have each survivor do their own luminaria bag at the event                                                                             Survivorship

                                                                                                                                                                                              Ideas may be found on the Link "Darn Good Ideas
        0      6/19/10 Entire committee participate in Survivor engagement activities at RFL event                                                            Survivorship                    Survivorship Engagement Activities"




                                                                                                                                                                                                                                        23
                                                                  RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                           Luminaria Timeline


                                                                                                            Responsible
Weeks Out      Due Date                                         Task                                         Committee    Completed                      Comments/Notes

          49       7/11/09 Send thank yous to subcommittee & others where appropriate                 Luminaria


          48       7/18/09 Committee Wrap Up meeting                                                  Luminaria


          46        8/1/09 Event Wrap Up Party                                                        Luminaria


          45        8/8/09 Determine Luminaria sales plan for the next Relay season                   Luminaria                       Take part in Event Analysis & Planning meeting with Chair.


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee   Luminaria


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off         Luminaria


          37       10/3/09 Submit article to Publicity Chair for newsletter                           Luminaria


          36      10/10/09 Partnership Agreements developed & signed by all committee members         Luminaria


          36      10/10/09 Committee Meeting/Kick-Off planning meeting                                Luminaria


          35      10/17/09 Recruit at least one Relay team                                            Luminaria


          35      10/17/09 Plan Kickoff luminaria ceremony                                            Luminaria


          33      10/31/09 Submit article to Publicity Chair for newsletter                           Luminaria


          33      10/31/09 Attend Kick-Off                                                            Luminaria


          32       11/7/09 Work with staff to pull Luminaria data and plan fall blitz                 Luminaria


          28       12/5/09 Committee/Team Captain Meeting                                             Luminaria


          25      12/26/09 Fall/Winter Luminaria Blitz complete                                       Luminaria


          24        1/2/10 Submit article to Publicity Chair for newsletter                           Luminaria                                                                    24
                                                                                                         Responsible
Weeks Out   Due Date                                        Task                                          Committee    Completed   Comments/Notes
                        25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
       24        1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                        Luminaria


       21       1/23/10 Committee/Team Captain Meeting                                             Luminaria
                        Begin planning Fall/Winter Luminaria Blitz

       20       1/30/10                                                                            Luminaria


       19        2/6/10 Submit article to Publicity Chair for newsletter                           Luminaria


       17       2/20/10 Secure Luminaria Ceremony speaker                                          Luminaria

                        50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16       2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                        Luminaria


       16       2/27/10 Committee/Team Captain Meeting                                             Luminaria


       15        3/6/10 Submit article to Publicity Chair for newsletter                           Luminaria


       15        3/6/10 Plan Luminaria Direct Sale Sites                                           Luminaria


       14       3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair             Luminaria


       12       3/27/10 Submit article to Publicity Chair for newsletter                           Luminaria

                        80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12       3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                        Luminaria


       12       3/27/10 Committee/Team Captain Meeting                                             Luminaria


       11        4/3/10 Take luminaria bags to area schools - decorate by 6 weeks out              Luminaria


       11        4/3/10 Provide Faith Based locations with Luminaria information.                  Luminaria


       11        4/3/10 Plan Luminaria Ceremony                                                    Luminaria

                        Luminaria mailing to all Luminaria purchasers from last year, survivors,
       10       4/10/10 teams and all contacts                                                     Luminaria

                        Work with staff to order Luminaria Bags and Candles. Secure donation
        9       4/17/10 of sand (if needed)                                                        Luminaria

                        Begin organizing volunteers to help with writing names & selling
        9       4/17/10 luminarias at the event - and setting up the bags                          Luminaria

                        Succession Planning completed with the Production Committee Chairs                                                          25
        8       4/24/10 recruited for next year                                                    Luminaria
                                                                                                         Responsible
Weeks Out   Due Date                                        Task                                          Committee    Completed   Comments/Notes

        8       4/24/10 Committee/Team Captain Meeting                                            Luminaria


        7        5/1/10 Submit article to Publicity Chair for newsletter                          Luminaria


        6        5/8/10 All DOE schedules are due to Publicity Chair for Program Book             Luminaria


        6        5/8/10 Provide list of pre-sold Luminaria to Publicity Chair for Program Book.   Luminaria


        4       5/22/10 Ensure all Luminaria supplies have been received and are confirmed.       Luminaria


        4       5/22/10 Confirm all Luminaria Ceremony details (speakers, singers, music etc)     Luminaria


        4       5/22/10 Committee/Team Captain Meeting                                            Luminaria


        3       5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair         Luminaria

                        Confirm day-of luminaria details (tables, supplies etc.) Confirm Luminaria
        3       5/29/10 day-of volunteers.                                                         Luminaria


        2        6/5/10 Bank Night                                                                Luminaria


        1       6/12/10 Onsite stadium walk-thru                                                  Luminaria


        1       6/12/10 Committee/Bank Night/Tshirt Distribution                                  Luminaria


        0       6/19/10 Set up Day-Of Luminaria sales location                                    Luminaria


        0       6/19/10 Hold Day-of Luminaria sales, prepare bags as needed.                      Luminaria


        0       6/19/10 Conduct Luminaria ceremony.                                               Luminaria


        0       6/19/10 Clean up Luminaria - post ceremoney (next morning)                        Luminaria




                                                                                                                                                    26
                                                                RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                  Event Chair & Co-Chair Timeline


                                                                                                             Responsible
Weeks Out      Due Date                                       Task                                            Committee          Completed   Comments/Notes
                           Mail post card notices to committee regarding committee Wrap-Up
          50        7/4/09 Meeting.                                                                    Event Chair/Co-Chair(s)


          50        7/4/09 Ensure all expenses are submitted to Staff.                                 Event Chair/Co-Chair(s)


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                  Event Chair/Co-Chair(s)

                           Make reminder phone calls to committee for Committee Wrap-Up
          49       7/11/09 Meeting.                                                                    Event Chair/Co-Chair(s)



          49       7/11/09 Gather committee recognition items for Committee Wrap-Up meeting.           Event Chair/Co-Chair(s)


          48       7/18/09 Submit Heart Of Relay Award Nominations                                     Event Chair/Co-Chair(s)

                           Personal Visit or Phone call made to last year's sponsors and last year's
          48       7/18/09 Top 3 Individual fundraisers.                                               Event Chair/Co-Chair(s)

                           Ensure Logistics/Accounting & Entertainment chairs have completed
          48       7/18/09 Event Analysis & Planning "What Went Well" section.                         Event Chair/Co-Chair(s)


          48       7/18/09 Committee Wrap Up meeting                                                   Event Chair/Co-Chair(s)

                           Continue volunteer recruitment - Co-Chair, Team Development, Survivor,
          47       7/25/09 Sponsorship and Online Chairs for next year.                                Event Chair/Co-Chair(s)


          46        8/1/09 Event Wrap Up Party                                                         Event Chair/Co-Chair(s)


          45        8/8/09 Work with Online Chair to build "Volunteer Opportunities" Page              Event Chair/Co-Chair(s)


          45        8/8/09 Minutes mailed or emailed to committee from wrap-up meeting.                Event Chair/Co-Chair(s)

                           Hold Event Analysis & Planning Meeting for Next year. Set
          45        8/8/09 Committee Meeting Schedule                                                  Event Chair/Co-Chair(s)
                           Confirm Event Chairs Recruited for: Co-Chair, Team, Survivorship,
                           Sponsorship, Advocacy, Mission and Online - Partnership
          44       8/15/09 Agreements Signed                                                           Event Chair/Co-Chair(s)


          43       8/22/09 Event Analysis & Planning Submitted                                         Event Chair/Co-Chair(s)
                                                                                                                                                              27
          43       8/22/09 50% of Committee Chairs Recruited                                           Event Chair/Co-Chair(s)
                                                                                                          Responsible
Weeks Out   Due Date                                        Task                                           Committee          Completed   Comments/Notes
                        Mail post card notices to committee regarding September committee
       42       8/29/09 meeting.                                                                    Event Chair/Co-Chair(s)

                        Event Analysis & Planning Plan Review with Staff, Review open positions
                        on committee - Develop prospect list for remaining open Chair positions
       42       8/29/09 (Event Analysis & Planning)                                             Event Chair/Co-Chair(s)


       42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee    Event Chair/Co-Chair(s)


       41        9/5/09 Site and date confirmed for following year.                                 Event Chair/Co-Chair(s)

                        Make reminder phone calls to committee for September committee
       41        9/5/09 meeting.                                                                    Event Chair/Co-Chair(s)

                        Personal Visit or Phone call made to this year's sponsors and last year's
       40       9/12/09 Top 3 Individual fundraisers.                                               Event Chair/Co-Chair(s)


       40       9/12/09 Confirm Event Kickoff Date & Time                                           Event Chair/Co-Chair(s)


       40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off          Event Chair/Co-Chair(s)


       39       9/19/09 Minutes mailed or emailed to committee from past meeting                    Event Chair/Co-Chair(s)


       38       9/26/09 Set agenda for Event Kickoff with Team D Chair                              Event Chair/Co-Chair(s)


       38       9/26/09 75% of Committee Chairs Recruited                                           Event Chair/Co-Chair(s)


       37       10/3/09 Submit article to Publicity Chair for newsletter                            Event Chair/Co-Chair(s)



       37       10/3/09 Reminder phone calls to committee regarding committee meeting.              Event Chair/Co-Chair(s)


       37       10/3/09 Mail Event Kickoff invites                                                  Event Chair/Co-Chair(s)


       36      10/10/09 Partnership Agreements developed & signed by all committee members          Event Chair/Co-Chair(s)

                        Working with Team Development Chair and CC/ID Staff partners, ensure
       36      10/10/09 top 5 teams have a CRM visit scheduled.                                     Event Chair/Co-Chair(s)


       36      10/10/09 Committee Meeting/Kick-Off planning meeting                                 Event Chair/Co-Chair(s)


       35      10/17/09 Recruit at least one Relay team                                             Event Chair/Co-Chair(s)

                        Set agenda for committee meeting. Event Analysis & Planning/Timeline                                                               28
       35      10/17/09 Review                                                                      Event Chair/Co-Chair(s)
                                                                                                        Responsible
Weeks Out   Due Date                                        Task                                         Committee          Completed                 Comments/Notes

       35      10/17/09 Minutes mailed or emailed to committee from past meeting.                 Event Chair/Co-Chair(s)


       35      10/17/09 100 of Committee Chairs Recruited                                         Event Chair/Co-Chair(s)


       33      10/31/09 Submit article to Publicity Chair for newsletter                          Event Chair/Co-Chair(s)


       33      10/31/09 Attend Kick-Off                                                           Event Chair/Co-Chair(s)


       32       11/7/09 Event Analysis & Planning Plan Review with Staff                          Event Chair/Co-Chair(s)


       31      11/14/09 Mail post card notices to committee regarding November meeting.           Event Chair/Co-Chair(s)               Brandwizard


       30      11/21/09 Set TC Mtg agenda with Team D Chair.                                      Event Chair/Co-Chair(s)

                        Set agenda for committee meeting. Review the Full timeline for items to
       30      11/21/09 discuss                                                                   Event Chair/Co-Chair(s)

                        Make reminder phone calls to committee for November committee
       29      11/28/09 meeting.                                                                  Event Chair/Co-Chair(s)


       28       12/5/09 Working with Advocacy Chair set Advocacy Priorities for event.            Event Chair/Co-Chair(s)


       28       12/5/09 Committee/Team Captain Meeting                                            Event Chair/Co-Chair(s)


       27      12/12/09 Minutes mailed or emailed to committee from past meeting                  Event Chair/Co-Chair(s)


       25      12/26/09 Ensure Top 5 team CRM visits are completed.                               Event Chair/Co-Chair(s)


       24        1/2/10 Submit article to Publicity Chair for newsletter                          Event Chair/Co-Chair(s)


       24        1/2/10 Event Analysis & Planning Plan Review with Staff                          Event Chair/Co-Chair(s)

                        25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
       24        1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                       Event Chair/Co-Chair(s)


       23        1/9/10 Set agenda for January committee meeting/Team Captain meeting             Event Chair/Co-Chair(s)


       23        1/9/10 Send post card notice to committee for January meeting.                   Event Chair/Co-Chair(s)


       22       1/16/10 Make reminder phone calls to committee for January meeting.               Event Chair/Co-Chair(s)
                                                                                                                                                                       29
                                                                                                          Responsible
Weeks Out   Due Date                                        Task                                           Committee          Completed   Comments/Notes


       21       1/23/10 Committee/Team Captain Meeting                                              Event Chair/Co-Chair(s)


       20       1/30/10 Work with Advocacy Chair to invite ACT lead to next meeting.                Event Chair/Co-Chair(s)


       20       1/30/10 Minutes mailed or emailed to committee from January committee meeting. Event Chair/Co-Chair(s)


       19        2/6/10 Submit article to Publicity Chair for newsletter                            Event Chair/Co-Chair(s)

                        Set agenda for committee meeting/team captain meeting. Event Analysis
       18       2/13/10 & Planning/Timeline Review                                            Event Chair/Co-Chair(s)

                        Personal Visit or Phone call made to this year's sponsors and last year's
       18       2/13/10 Top 3 Individual fundraisers.                                               Event Chair/Co-Chair(s)


       18       2/13/10 Mail post card notices to committee regarding February meeting.             Event Chair/Co-Chair(s)


       18       2/13/10 Event Analysis & Planning Plan Review with Staff                            Event Chair/Co-Chair(s)

                        Reminder phone calls to committee members for February committee
       17       2/20/10 meeting.                                                                    Event Chair/Co-Chair(s)



       16       2/27/10 Review Event Analysis & Planning strategies with Team D Chair.              Event Chair/Co-Chair(s)


       16       2/27/10 Ensure Paint The Town Purple Activites are conducted.                       Event Chair/Co-Chair(s)

                        50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16       2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                         Event Chair/Co-Chair(s)


       16       2/27/10 Committee/Team Captain Meeting                                              Event Chair/Co-Chair(s)


       15        3/6/10 Submit article to Publicity Chair for newsletter                            Event Chair/Co-Chair(s)


       15        3/6/10 Minutes mailed or emailed to committee from past meeting                    Event Chair/Co-Chair(s)


       14       3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair              Event Chair/Co-Chair(s)

                        Set agenda for committee meeting. Event Analysis & Planning/Timeline
       14       3/13/10 Review                                                                      Event Chair/Co-Chair(s)


       14       3/13/10 Post card notices to committee regarding March meeting.                     Event Chair/Co-Chair(s)

                                                                                                                                                           30
       14       3/13/10 Event Analysis & Planning Plan Review with Staff                            Event Chair/Co-Chair(s)
                                                                                                  Responsible
Weeks Out   Due Date                                        Task                                   Committee          Completed   Comments/Notes

       13       3/20/10 Reminder phone calls to committee members for March meeting.        Event Chair/Co-Chair(s)


       12       3/27/10 Submit article to Publicity Chair for newsletter                    Event Chair/Co-Chair(s)


       12       3/27/10 Review Event Analysis & Planning strategies with Team D Chair.      Event Chair/Co-Chair(s)
                        80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12       3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                 Event Chair/Co-Chair(s)


       12       3/27/10 Committee/Team Captain Meeting                                      Event Chair/Co-Chair(s)


       11        4/3/10 Minutes mailed or emailed to committee from past meeting            Event Chair/Co-Chair(s)



       10       4/10/10 Post card notices to committee regarding April committee meeting.   Event Chair/Co-Chair(s)


       10       4/10/10 Event Analysis & Planning Plan Review with Staff                    Event Chair/Co-Chair(s)

                        Set agenda for committee meeting/set TC agenda with Team D chair.
        9       4/17/10 Event Analysis & Planning/ Timeline Review                          Event Chair/Co-Chair(s)


        9       4/17/10 Reminder phone calls to committee member for April meeting.         Event Chair/Co-Chair(s)


        8       4/24/10 Committee/Team Captain Meeting                                      Event Chair/Co-Chair(s)


        7        5/1/10 Submit article to Publicity Chair for newsletter                    Event Chair/Co-Chair(s)


        7        5/1/10 Review Event Analysis & Planning strategies with Team D Chair.      Event Chair/Co-Chair(s)


        7        5/1/10 Minutes mailed or emailed to committee from past meeting            Event Chair/Co-Chair(s)


        6        5/8/10 All DOE schedules are due to Publicity Chair for Program Book       Event Chair/Co-Chair(s)


        6        5/8/10 Event Analysis & Planning Review with Staff                         Event Chair/Co-Chair(s)

                        Succession Planning completed with the Growth Committee Chairs
        6        5/8/10 recruited for next year                                             Event Chair/Co-Chair(s)

                        Set agenda for committee meeting/set TC agenda with Team D chair.
        5       5/15/10 Event Analysis & Planning/Timeline Review                           Event Chair/Co-Chair(s)


        5       5/15/10 Reminder phone calls made regarding upcoming committee meeting.     Event Chair/Co-Chair(s)                                31
                                                                                                        Responsible
Weeks Out    Due Date                                      Task                                          Committee          Completed   Comments/Notes

        5        5/15/10 Materials List Reviewed with All Committee Chairs (Need items Donated)   Event Chair/Co-Chair(s)


        5        5/15/10 Mail or email post card reminder for committee meeting.                  Event Chair/Co-Chair(s)


        4        5/22/10 Committee/Team Captain Meeting                                           Event Chair/Co-Chair(s)


        3        5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair        Event Chair/Co-Chair(s)



        3        5/29/10 Notice to committee regarding committee meeting/bank night.              Event Chair/Co-Chair(s)


        3        5/29/10 Minutes mailed or emailed to committee from past meeting                 Event Chair/Co-Chair(s)


        2         6/5/10 Set agenda for committee meeting/Bank Night/T-shirt distribution         Event Chair/Co-Chair(s)


        2         6/5/10 Bank Night                                                               Event Chair/Co-Chair(s)


       1.5        6/8/10 Reminder phone calls to committee regarding committee meeting.           Event Chair/Co-Chair(s)


        1        6/12/10 Onsite stadium walk-thru                                                 Event Chair/Co-Chair(s)


        1        6/12/10 Committee/Bank Night/Tshirt Distribution                                 Event Chair/Co-Chair(s)


        0        6/19/10 Minutes mailed or emailed to committee from past meeting.                Event Chair/Co-Chair(s)




                                                                                                                                                         32
                                                                RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                    Team Development-Retention-Recruitment Timeline


                                                                                                    Responsible
Weeks Out      Due Date                                      Task                                    Committee    Completed                       Comments/Notes


          50       7/4/09 Work with staff to order Team Fundraising Club Pins                  Team Development               Available on Ariba - Peter Kleine



          50       7/4/09 Work with staff to develop wrap-up invitation.                       Team Development               Invites available on Brandwizard



          49      7/11/09 Send thank yous to subcommittee & others where appropriate           Team Development



          49      7/11/09 Follow up from leads provided during Work The Track activites.       Team Development
                                                                                                                              Shared Services/Volunteer Appreciation Card - Item #
                                                                                                                              4543.92; RFL Generic Notecards - Item # 7549.30; PA
          49      7/11/09 All team captain gifts ready for Wrap Up Party                       Team Development               Recognition Program Item



          48      7/18/09 Committee Wrap Up meeting                                            Team Development



          46       8/1/09 Host Wrap-Up Party                                                   Team Development



          46       8/1/09 Ensure all donations have been received from teams.                  Team Development



          46       8/1/09 Event Wrap Up Party                                                  Team Development



          45       8/8/09 Submit Wrap-Up minutes/information to Online Chair                   Team Development



          45       8/8/09 All Team Captains not at Wrap up - called and thanked                Team Development



          45       8/8/09 All Team Captains not at Wrap up - called and thanked                Team Development
                          Develop 2010 Plans with Event Chair and Staff Partner, update
                          community Assessment Profile and build out the Team D Spreadsheet.
          44      8/15/09 (Event Analysis & Planning)                                          Team Development



          43      8/22/09 Mail or email Team Captain 'touch card'                              Team Development               Print On Demand
                                                                                                                                                                             33


          43      8/22/09 Mail or email Team Captain 'touch card'                              Team Development               Print On Demand
                                                                                                        Responsible
Weeks Out   Due Date                                        Task                                         Committee    Completed                      Comments/Notes


       42       8/29/09 Confirm location for all Team Captain Meetings                             Team Development



       42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee   Team Development



       41        9/5/09 Start developing team prospect list (Event Analysis & Planning)            Team Development               Event Analysis & Planning - Team Recruitment Strategy



       41        9/5/09 Meeting with ID Staff partner to schedule CRM visits with top 5 teams.     Team Development


                        Evaluate current National Team Partners and ensure the team partner
       41        9/5/09 companies are assigned to someone to contact in your community.            Team Development



       40       9/12/09 Mail or email Team Captain 'touch card'                                    Team Development               Print On Demand



       40       9/12/09 Mail or email Team Captain 'touch card'                                    Team Development               Print On Demand



       40       9/12/09 Begin to compile Team Captain Packets                                      Team Development               Brandwizard



       40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off         Team Development



       39       9/19/09 Team Captain Packets complete                                              Team Development


                        Schedule Team Recruitment Presentations - ongoing until team goal is                                      Event Analysis & Planning - Team D Recruitment
       39       9/19/09 met! (Event Analysis & Planning)                                           Team Development               Strategy/Community Assessment



       38       9/26/09 Work with Event Chair to set agenda for Kickoff                            Team Development



       37       10/3/09 Submit article to Publicity Chair for newsletter                           Team Development


                        Send Early Bird Registration Kickoff invites to all past team contacts,
       37       10/3/09 sponsors, survivors etc…                                                   Team Development               Invites available on Brandwizard



       36      10/10/09 Partnership Agreements developed & signed by all committee members         Team Development



       36      10/10/09 Confirm CRM appointments with High Impact (top 5 teams) are set.           Team Development                                                                34



       36      10/10/09 Committee Meeting/Kick-Off planning meeting                                Team Development
                                                                                                            Responsible
Weeks Out   Due Date                                         Task                                            Committee    Completed                      Comments/Notes


       35      10/17/09 Recruit at least one Relay team                                                Team Development



       35      10/17/09 Call Team Captains and remind them of Kickoff                                  Team Development



       34      10/24/09 Obtain RSVP's for Kickoff from staff partner                                   Team Development



       33      10/31/09 Submit article to Publicity Chair for newsletter                               Team Development



       33      10/31/09 Attend Kick-Off                                                                Team Development



       32       11/7/09 Schedule time to talk with all past teams that were not present at Kickoff     Team Development



       32       11/7/09 Call all rsvp's Kickoff that were not there                                    Team Development



       32       11/7/09 Assign team mentors to new team captains                                       Team Development
                        Personal Visit to all past teams that didn't attend the Kickoff and that you
                        don't have any definitive answer from - get recommendation if unable to
       31      11/14/09 commit (other team member)                                                     Team Development               Provide materials from Kickoff and recent newsletter



       31      11/14/09 Mail postcard reminder to team captains for upcoming meeting.                  Team Development



       31      11/14/09 Mail or email Team Captain 'touch card'                                        Team Development               Print On Demand



       29      11/28/09 Phone call reminder to team captains for upcoming meeting.                     Team Development



       28       12/5/09 Committee/Team Captain Meeting                                                 Team Development



       27      12/12/09 Team touch to paid teams and not paid teams (personal visit or call)           Team Development



       27      12/12/09 Send Holiday Card to all Team Captains                                         Team Development               Ordered through ACS Marketing Department



       27      12/12/09 Conduct CRM appointments with High Impact (top 5 teams).                       Team Development                                                                35


       24        1/2/10 Submit article to Publicity Chair for newsletter                               Team Development
                                                                                                    Responsible
Weeks Out   Due Date                                       Task                                      Committee    Completed                      Comments/Notes

                       Provide minutes from January meeting to Online Chair & follow-up with
       24       1/2/10 teams not present.                                                      Team Development


                       25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
       24       1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                     Team Development


                       Send January Team Meeting invite, touch base with Event Chair on
       23       1/9/10 Meeting Agenda                                                          Team Development



       22      1/16/10 Follow up with all Team Kickoff attendees                               Team Development



       21      1/23/10 Committee/Team Captain Meeting                                          Team Development


                       Use Team D Retention Strategy from Event Analysis & Planning to
       20      1/30/10 determine spring team targets.                                          Team Development               Event Analysis & Planning


                       Personal Phone Calls to High Impact (top 5 teams) that received a CRM
       20      1/30/10 visit as follow up from kickoff, set CRM visit.                         Team Development



       20      1/30/10 Mail or email Team Captain 'touch card'                                 Team Development               Print On Demand



       19       2/6/10 Submit article to Publicity Chair for newsletter                        Team Development



       19       2/6/10 Determine if a second Kickoff is needed. Compile list of invites.       Team Development               Kickoff could be for new teams


                       Send Febuary Team Meeting invite, touch base with Event Chair on
       18      2/13/10 meeting agenda.                                                         Team Development



       17      2/20/10 Reminder phone calls to Team Captains for February Meeting.             Team Development



       17      2/20/10 If 2nd Kickoff Needed, send out invites                                 Team Development



       16      2/27/10 Work with Publicity Chair to conduct "Paint The Town Purple"            Team Development               flyer Templates available through POD & Brandwizard



       16      2/27/10 Review Team D strategies with Event Chair.                              Team Development               Event Analysis & Planning


                       50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16      2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                     Team Development                                                             36



       16      2/27/10 Committee/Team Captain Meeting                                          Team Development
                                                                                                        Responsible
Weeks Out   Due Date                                       Task                                          Committee    Completed   Comments/Notes


       15       3/6/10 Submit article to Publicity Chair for newsletter                            Team Development



       14      3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair              Team Development



       14      3/13/10 Team Blitz if not at 80% of Team Goal (weeks 14-12)                         Team Development


                       Send March Team Meeting Invite, touch base with Event Chair on
       14      3/13/10 Meeting Agenda                                                              Team Development


                       Reminder phone call or email to team captains for March meeting;
       13      3/20/10 progress of fundraising                                                     Team Development



       13      3/20/10 Continue Team Blitz (if needed)                                             Team Development



       13      3/20/10 Assign team mentors to new team captains                                    Team Development



       12      3/27/10 Submit article to Publicity Chair for newsletter                            Team Development



       12      3/27/10 RSVPs due for 2nd kickoff (if needed) - Reminder calls to kickoff invites   Team Development



       12      3/27/10 Follow up on Team D strategies with Event Chair                             Team Development



       12      3/27/10 Complete Team Blitz (if needed)                                             Team Development


                       80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12      3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                         Team Development



       12      3/27/10 Committee/Team Captain Meeting                                              Team Development


                       Provide information from March meeting to Online chair & follow up with
       11       4/3/10 teams not present ask for fundraiser happening                              Team Development



       11       4/3/10 Phone follow up calls to teams from Team Blitz (if needed)                  Team Development



       11       4/3/10 Hold 2nd Kickoff if needed                                                  Team Development                                37

                       Send April Team Meeting Invite, touch bases with Event Chair on
       10      4/10/10 Meeting Agenda                                                              Team Development
                                                                                                    Responsible
Weeks Out   Due Date                                       Task                                      Committee    Completed                       Comments/Notes

                       Personal Phone Calls to High Impact (top 5 teams) that received a CRM
       10      4/10/10 visit - Spring Fundraising check-in.                                    Team Development



       10      4/10/10 Mail or email Team Captain 'touch card'                                 Team Development               Print On Demand


                       Reminder phone call to team captains for April meeting & T-shirts,
        9      4/17/10 registration due date                                                   Team Development               Subject: Tshirts, registration dues


                       Provide minutes from April meeting to Online Chair & follow-up with
        8      4/24/10 teams not present at meeting.                                           Team Development



        8      4/24/10 Committee/Team Captain Meeting                                          Team Development



        7       5/1/10 Submit article to Publicity Chair for newsletter                        Team Development



        7       5/1/10 Follow up on Team D strategies with Event Chair                         Team Development



        6       5/8/10 All DOE schedules are due to Publicity Chair for Program Book           Team Development


                       Send May Team Meeting Invite, touch base with Event Chair on meeting
        6       5/8/10 agenda                                                                  Team Development


                       Reminder phone call to Team Captains for Mtg - fundraising? Contests
        5      5/15/10 being entered?, Bank Night, etc                                         Team Development


                       Succession Planning completed with the Growth Committee Chairs
        4      5/22/10 recruited for next year                                                 Team Development



        4      5/22/10 Order Team Fundraising Club Track Signs and year labels                 Team Development               Ariba - Shared Services



        4      5/22/10 Committee/Team Captain Meeting                                          Team Development



        3      5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair       Team Development



        3      5/29/10 Send team meeting minutes to Team Captains & Online Chair               Team Development



        3      5/29/10 Reminder phone calls to Team Captains for upcoming Bank Night.          Team Development                                                     38



        3      5/29/10 Develop Work The Track Plan                                             Team Development
                                                                                                    Responsible
Weeks Out   Due Date                                        Task                                     Committee    Completed                Comments/Notes


        3      5/29/10 Determine Wrap-Up meeting Date & Location.                              Team Development


                       Phone call reminder to team captains for Bank Night. Message to raise
        2       6/5/10 more money to receive the t-shirt, pick them up, turn in donations      Team Development



        2       6/5/10 Obtain T-shirt to distribute report from staff partner                  Team Development               TES Report



        2       6/5/10 Bank Night                                                              Team Development



        1      6/12/10 Set agenda for Day Of Event Team Captain Meeting                        Team Development


                       Awards List determined for Closing Ceremonies and Awards ready for
        1      6/12/10 distribution                                                            Team Development




                                                                                                                                                            39
                                                                                                        Responsible
Weeks Out   Due Date                                      Task                                           Committee    Completed   Comments/Notes


        1      6/12/10 Onsite stadium walk-thru                                                    Team Development



        1      6/12/10 Committee/Bank Night/Tshirt Distribution                                    Team Development



        0      6/19/10 Recognize Team Fundraising Club Teams                                       Team Development



        0      6/19/10 Recognize All Teams                                                         Team Development


                       Personal visit to the campsites of top teams that received a CRM visit to
        0      6/19/10 say hello and thank you.                                                    Team Development



        0      6/19/10 Implement Work The Track Plan                                               Team Development



        0      6/19/10 Day of Event Team Captain's Meeting held                                    Team Development




                                                                                                                                                   40
                                                                  RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                             Mission Timeline

                                                                                                              Responsible
Weeks Out      Due Date                                        Task                                            Committee    Completed   Comments/Notes
                           Sort Pledge Cards from event and turn in to staff partner any that require
          51       6/27/09 "follow up". Such as interest in volunteering.                               Mission


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                   Mission


          48       7/18/09 Committee Wrap Up meeting                                                    Mission


          46        8/1/09 Event Wrap Up Party                                                          Mission


          44       8/15/09 Develop and sign agreed upon Partnership Agreement                           Mission


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee     Mission


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off           Mission


          37       10/3/09 Submit article to Publicity Chair for newsletter                             Mission


          36      10/10/09 Partnership Agreements developed & signed by all committee members           Mission


          36      10/10/09 Committee Meeting/Kick-Off planning meeting                                  Mission


          35      10/17/09 Recruit at least one Relay team                                              Mission


          33      10/31/09 Submit article to Publicity Chair for newsletter                             Mission


          33      10/31/09 Attend Kick-Off                                                              Mission


          28       12/5/09 Committee/Team Captain Meeting                                               Mission


          24        1/2/10 Submit article to Publicity Chair for newsletter                             Mission
                           25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
          24        1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                          Mission


          21       1/23/10 Committee/Team Captain Meeting                                               Mission


          19        2/6/10 Submit article to Publicity Chair for newsletter                             Mission
                                                                                                                                                         41
                                                                                                       Responsible
Weeks Out   Due Date                                        Task                                        Committee    Completed                      Comments/Notes

       17       2/20/10 Develop Mission activities for day-of event. Work with Advocacy Chair.   Mission
                        50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16       2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                      Mission


       16       2/27/10 Committee/Team Captain Meeting                                           Mission


       15        3/6/10 Submit article to Publicity Chair for newsletter                         Mission


       14       3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair           Mission


       12       3/27/10 Submit article to Publicity Chair for newsletter                         Mission


       12       3/27/10 Send mission focused info to Publicity chair for media story.            Mission


       12       3/27/10 Plan Fight Back Ceremony for Day-of event.                               Mission
                        80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12       3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                      Mission


       12       3/27/10 Committee/Team Captain Meeting                                           Mission


        8       4/24/10 Committee/Team Captain Meeting                                           Mission


        7        5/1/10 Submit article to Publicity Chair for newsletter                         Mission


        6        5/8/10 All DOE schedules are due to Publicity Chair for Program Book            Mission
                        Work with staff to ensure all Mission related signage/materials are                                      Fight Back Banner, Fight Back Pledge Cards, Stickers, Flags
        6        5/8/10 confirmed/ordered.                                                       Mission                         etc..


        6        5/8/10 Ensure all Mission related signage/materials are confirmed/ordered.      Mission                         Mission Message Track Signs/Accomplishment Banners


        6        5/8/10 Develop day-of Mission messaging, provide to Chair.                      Mission
                        Succession Planning completed with the Growth Committee Chairs
        4       5/22/10 recruited for next year                                                  Mission


        4       5/22/10 Confirm details of Fight Back Ceremony                                   Mission


        4       5/22/10 Committee/Team Captain Meeting                                           Mission


        3       5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair        Mission

                                                                                                                                                                             42
        3       5/29/10 Scripting for Fight Back Ceremony completed                              Mission
                                                                                Responsible
Weeks Out   Due Date                                     Task                    Committee    Completed   Comments/Notes

        2        6/5/10 Bank Night                                        Mission


        1       6/12/10 Onsite stadium walk-thru                          Mission


        1       6/12/10 Committee/Bank Night/Tshirt Distribution          Mission


        0       6/19/10 Hold Fight Back Ceremony, collect Pledge Cards.   Mission




                                                                                                                           43
                                                                  RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                 Activities & Entertainment Timeline


                                                                                                            Responsible
Weeks Out      Due Date                                        Task                                          Committee             Completed   Comments/Notes


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                 Activities & Entertainment


          48       7/18/09 Complete "What Went Well" section of Event Analysis in TES                 Activities & Entertainment


          48       7/18/09 Committee Wrap Up meeting                                                  Activities & Entertainment


          46        8/1/09 Event Wrap Up Party                                                        Activities & Entertainment


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee   Activities & Entertainment


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off         Activities & Entertainment


          37       10/3/09 Submit article to Publicity Chair for newsletter                           Activities & Entertainment


          36      10/10/09 Partnership Agreements developed & signed by all committee members         Activities & Entertainment


          36      10/10/09 Committee Meeting/Kick-Off planning meeting                                Activities & Entertainment


          35      10/17/09 Recruit at least one Relay team                                            Activities & Entertainment


          33      10/31/09 Submit article to Publicity Chair for newsletter                           Activities & Entertainment



          33      10/31/09 Attend Kick-Off                                                            Activities & Entertainment


          28       12/5/09 Committee/Team Captain Meeting                                             Activities & Entertainment


          24        1/2/10 Submit article to Publicity Chair for newsletter                           Activities & Entertainment

                           25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
          24        1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                        Activities & Entertainment


          21       1/23/10 Committee/Team Captain Meeting                                             Activities & Entertainment
                                                                                                                                                                44
                                                                                                             Responsible
Weeks Out   Due Date                                        Task                                              Committee             Completed   Comments/Notes

       19        2/6/10 Submit article to Publicity Chair for newsletter                               Activities & Entertainment

                        Work with Survivorship and Luminaria on speakers and music for opening
       17       2/20/10 ceremony and luminaria ceremony                                        Activities & Entertainment

                        Work with sponsorship to secure any prizes needed for games and
       17       2/20/10 competitions                                                                   Activities & Entertainment

                        Work with logistics in coordinating the needs of the entertainment,
       17       2/20/10 performers, games and contests - (ongoing)                                     Activities & Entertainment


       17       2/20/10 Begin to determine contests you will have and the judging criteria             Activities & Entertainment


       16       2/27/10 Provide schedule of activities to Online chair for posting to website.         Activities & Entertainment

                        50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16       2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                            Activities & Entertainment


       16       2/27/10 Committee/Team Captain Meeting                                                 Activities & Entertainment


       15        3/6/10 Submit article to Publicity Chair for newsletter                               Activities & Entertainment


       15        3/6/10 Prepare schedule of activities and criteria for contests for next newsletter   Activities & Entertainment


       14       3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                 Activities & Entertainment


       12       3/27/10 Submit article to Publicity Chair for newsletter                               Activities & Entertainment


       12       3/27/10 Arrange for on-stage and off-stage entertainment.                              Activities & Entertainment

                        80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12       3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                            Activities & Entertainment


       12       3/27/10 Committee/Team Captain Meeting                                                 Activities & Entertainment

                        Succession Planning completed with the Production Committee Chairs
        8       4/24/10 recruited for next year                                                        Activities & Entertainment


        8       4/24/10 Work with logistics chair to get sound, light and stage donated                Activities & Entertainment

        8       4/24/10 Committee/Team Captain Meeting                                                 Activities & Entertainment


        7        5/1/10 Submit article to Publicity Chair for newsletter                               Activities & Entertainment                                45
                                                                                                             Responsible
Weeks Out    Due Date                                        Task                                             Committee             Completed   Comments/Notes
                         Work with staff partner to order or make plaques, certificates & / or other
        7         5/1/10 awards needed during Relay for Activities                                     Activities & Entertainment


        7         5/1/10 All entertainment, activities and onsite fundraisers confirmed                Activities & Entertainment


        6         5/8/10 All DOE schedules are due to Publicity Chair for Program Book                 Activities & Entertainment


        6         5/8/10 Recruit a master of ceremonies                                                Activities & Entertainment


        4        5/22/10 Provide master schedule to Event Chair                                        Activities & Entertainment


        4        5/22/10 All speakers confirmed for ceremonies                                         Activities & Entertainment


        4        5/22/10 Committee/Team Captain Meeting                                                Activities & Entertainment


        3        5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair             Activities & Entertainment

                         All ceremony scripting due to you: luminaria ceremony, opening and
        3        5/29/10 closing ceremony and survivor reception                                       Activities & Entertainment

                         Follow up calls to confirm all entertainment (you should have some
        2         6/5/10 written confirmation in place)                                                Activities & Entertainment


        2         6/5/10 Bank Night                                                                    Activities & Entertainment


        1        6/12/10 Onsite stadium walk-thru                                                      Activities & Entertainment


        1        6/12/10 Committee/Bank Night/Tshirt Distribution                                      Activities & Entertainment


       0.5       6/15/10 Finalize all activities                                                       Activities & Entertainment




                                                                                                                                                                 46
                                                                  RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                            Advocacy Timeline


                                                                                                           Responsible
Weeks Out      Due Date                                        Task                                         Committee    Completed   Comments/Notes

          51       6/27/09 Ensure all ACS CAN forms are returned to staff partner.                    Advocacy


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                 Advocacy



          48       7/18/09 Committee Wrap Up meeting                                                  Advocacy


          46        8/1/09 Event Wrap Up Party                                                        Advocacy


          44       8/15/09 Develop and sign agreed upon Partnership Agreement                         Advocacy


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee   Advocacy


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off         Advocacy



          37       10/3/09 Submit article to Publicity Chair for newsletter                           Advocacy


          36      10/10/09 Partnership Agreements developed & signed by all committee members         Advocacy


          36      10/10/09 Committee Meeting/Kick-Off planning meeting                                Advocacy


          35      10/17/09 Recruit at least one Relay team                                            Advocacy

                           Meet with Staff Partner to discuss ACS CAN, plan a breif recruitment
          35      10/17/09 presentation for Event Kickoff                                             Advocacy


          33      10/31/09 Submit article to Publicity Chair for newsletter                           Advocacy


          33      10/31/09 Attend Kick-Off                                                            Advocacy

                           Meet with Staff Partner to discuss advocacy priorities and advocacy focus
          32       11/7/09 for RFL.                                                                  Advocacy


                           Develop a plan for accomplishing advocacy priorities through RFL with
                                                                                                                                                      47
          28       12/5/09 Event Chair and Staff Partners                                             Advocacy
                                                                                                         Responsible
Weeks Out   Due Date                                        Task                                          Committee    Completed   Comments/Notes

       28       12/5/09 Committee/Team Captain Meeting                                              Advocacy
                        Begin to recruit members of Advocacy sub-committee to consist of 2-3
                        people who will focus on advocacy activities at Relay events, including
       27      12/12/09 meetings                                                                    Advocacy


       24        1/2/10 Submit article to Publicity Chair for newsletter                            Advocacy


       24        1/2/10 Prepare invitation to local ACS CAN Lead to attend committee meeting        Advocacy

                        25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
       24        1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                         Advocacy


       21       1/23/10 Committee/Team Captain Meeting                                              Advocacy
                        Work with Event chair on agenda for next committee meeting to include
                        ACT Lead/ACT Relay Lead. Update about ACT Structure and assistance
       20       1/30/10 available through structure.                                                Advocacy


       19        2/6/10 Submit article to Publicity Chair for newsletter                            Advocacy

                        Conduct a brief training for Advocacy sub-committee members on
       19        2/6/10 advocacy priorities and event activity options                              Advocacy

                        Review and decide what advocacy and fight back activities you will be
       17       2/20/10 including in your event.                                                    Advocacy

                        50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16       2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                         Advocacy


       16       2/27/10 Committee/Team Captain Meeting                                              Advocacy


       15        3/6/10 Submit article to Publicity Chair for newsletter                            Advocacy


       14       3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair              Advocacy
                        Work with Logistics Chair to make sure you have everything you need for
                        Advocacy - tent, table, chairs, banners etc..final logistics needs due to
       14       3/13/10 logistics chair.                                                            Advocacy


       12       3/27/10 Submit article to Publicity Chair for newsletter                            Advocacy

                        Work with sub-committee to develop a plan for the set-up of the
       12       3/27/10 Advocacy tent-decorations, lights etc…                                      Advocacy

                        Educate attendees at March team meeting about ACS Advocacy efforts
       12       3/27/10 and activities for the event.                                               Advocacy
                                                                                                                                                    48
                        80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12       3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                         Advocacy
                                                                                                       Responsible
Weeks Out   Due Date                                         Task                                       Committee    Completed   Comments/Notes

       12       3/27/10 Committee/Team Captain Meeting                                            Advocacy


       11        4/3/10 Work with staff partner to develop invitation to event for legislators.   Advocacy


       10       4/10/10 Send Invitations to legislators                                           Advocacy


        8       4/24/10 Committee/Team Captain Meeting                                            Advocacy


        7        5/1/10 Submit article to Publicity Chair for newsletter                          Advocacy


        6        5/8/10 All DOE schedules are due to Publicity Chair for Program Book             Advocacy

                        Succession Planning completed with the Growth Committee Chairs
        4       5/22/10 recruited for next year                                                   Advocacy


        4       5/22/10 Confirm day of event advocacy volunteers                                  Advocacy


        4       5/22/10 Committee/Team Captain Meeting                                            Advocacy


        3       5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair         Advocacy


        2        6/5/10 Bank Night                                                                Advocacy


        1       6/12/10 Onsite stadium walk-thru                                                  Advocacy


        1       6/12/10 Committee/Bank Night/Tshirt Distribution                                  Advocacy

                        Conduct day-of event advocacy activities, work with Mission Chair on
        0       6/19/10 Fight Back Ceremony                                                       Advocacy




                                                                                                                                                  49
                                                                                    RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
  6/19/2010                                                        Logistics Timeline

                                                                                                                           Responsible
 Weeks Out         Due Date                                                  Task                                           Committee    Completed                                     Comments/Notes

              50        7/4/09 Clean and return all supplies to the ACS office.                                           Logistics


              49       7/11/09 Send thank yous to subcommittee & others where appropriate                                 Logistics


              48       7/18/09 Complete "What Went Well" section of Event Analysis in TES                                 Logistics


              48       7/18/09 Committee Wrap Up meeting                                                                  Logistics


              46        8/1/09 Event Wrap Up Party                                                                        Logistics


              42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee                   Logistics

                               Secure site location, request written authorization of site and seek ACS Insurance
              41        9/5/09 Certificate.                                                                               Logistics                  Work with Staff Partner for Insurance Certificate


              40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off                         Logistics

                               Review Event Analysis & Planning Logistics Evaluation from last year's event; develop plan
              38       9/26/09 of action for 2010                                                                         Logistics


              37       10/3/09 Submit article to Publicity Chair for newsletter                                           Logistics


              36      10/10/09 Partnership Agreements developed & signed by all committee members                         Logistics


              36      10/10/09 Committee Meeting/Kick-Off planning meeting                                                Logistics


              35      10/17/09 Recruit at least one Relay team                                                            Logistics


              33      10/31/09 Submit article to Publicity Chair for newsletter                                           Logistics


              33      10/31/09 Attend Kick-Off                                                                            Logistics


              28       12/5/09 Committee/Team Captain Meeting                                                             Logistics


              24        1/2/10 Submit article to Publicity Chair for newsletter                                           Logistics

                               25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team registered, 25%
              24        1/2/10 Survivor Goal, 25% Sponsorship Goal                                                        Logistics


              21       1/23/10 Committee/Team Captain Meeting                                                             Logistics


              19        2/6/10 Submit article to Publicity Chair for newsletter                                           Logistics
                                                                                                                                                                                                         50
                               Day of event volunteers, begin coordinating with subcommittees on their needs & begin
              18       2/13/10 recruiting.                                                                                Logistics
                                                                                                                        Responsible
Weeks Out       Due Date                                                 Task                                            Committee    Completed                                      Comments/Notes

        18         2/13/10 Create and enlarge site map, provide campsite layout to team development.                    Logistics


        18         2/13/10 Arrange for stage and sound system                                                           Logistics


        17         2/20/10 Contact city/twp regarding curfew, noise policies, permits, etc.                             Logistics

                           Preliminary Walk through of facility: bathrooms, water, hadicapped acdcessible, power, PA
        16         2/27/10 system, etc.                                                                                 Logistics                 Checklist for site needs.

                           Develop inclement weather and crisis communication plans and make the proper indoor                                    Crisis Communication Materials/Training available on the Link; Communication/Mkt
        16         2/27/10 arrangements.                                                                                Logistics                 Folder; Inclement Weather Resources found in the Relay Folder- Inclement Weather

                           50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team registered, 50%
        16         2/27/10 Survivor Goal, 50% Sponsorship Goal                                                          Logistics


        16         2/27/10 Committee/Team Captain Meeting                                                               Logistics


        15          3/6/10 Submit article to Publicity Chair for newsletter                                             Logistics


        14         3/13/10 Day Of Event Logistic needs due from all Chairs.                                             Logistics


        14         3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                               Logistics


        12         3/27/10 Send Inclement weather plan & site map to Online Chair.                                      Logistics


        12         3/27/10 Recruit volunteers for traffic control-map out the needs of barricades, traffic flow, etc.   Logistics


        12         3/27/10 Recruit Volunteers for medical services and security.                                        Logistics                 If no Security is donated, Division will pay up to $500

                           Coordinate parking plan for the event, be sure to speak with Survivorship regarding
        12         3/27/10 survivor needs.                                                                              Logistics


        12         3/27/10 Arrange to get dumpsters donated, if necessary                                               Logistics


        12         3/27/10 Arrange for Volunteers or other organization to clean up the site after the event.           Logistics


        12         3/27/10 Arrange for portable toilets (donated) if necessary                                          Logistics


        12         3/27/10 Arrange for Donation of items on the suggested materials list                                Logistics


        12         3/27/10 Submit article to Publicity Chair for newsletter                                             Logistics

                           80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team registered, 80%
        12         3/27/10 Survivor Goal, 80% Sponsorship Goal                                                          Logistics


        12         3/27/10 Committee/Team Captain Meeting                                                               Logistics


        11          4/3/10 Check with food vendor for logistical needs.                                                 Logistics


            8      4/24/10 Recruit volunteers for set-up and take-down at event.                                        Logistics                                                                                     51
                                                                                                                            Responsible
Weeks Out       Due Date                                                 Task                                                Committee    Completed                                       Comments/Notes
                           Succession Planning completed with the Production Committee Chairs recruited for next
            8      4/24/10 year                                                                                             Logistics


            8      4/24/10 Committee/Team Captain Meeting                                                                   Logistics


            7       5/1/10 Submit article to Publicity Chair for newsletter                                                 Logistics


            6       5/8/10 All DOE schedules are due to Publicity Chair for Program Book                                    Logistics

                           Make up schedule for volunteers who will periodically fill toilet paper, clean bathrooms and
            4      5/22/10 collect trash.                                                                                   Logistics


            4      5/22/10 Work with Registration/Accounting Chair to review Security plan.                                 Logistics

                           Work with Publicity to arrange communication to the neighborhood of the event through
            4      5/22/10 flyers, newspaper article, postcard mailing etc…                                                 Logistics

                           With site officials, walk through the site for exact placement of logistical support, medical,
            4      5/22/10 committee head quarters, etc                                                                     Logistics


            4      5/22/10 Walkie-Talkies (if needed) Secured                                                               Logistics

                           Prepare a description of available parking and campsite size for newsletter, provide to
            4      5/22/10 Publicity and Online Chairs.                                                                     Logistics

                           Confirm all necessary materials to be transported to and from the site with vendors (signs,
            4      5/22/10 water, tents, etc)                                                                               Logistics


            4      5/22/10 Collect Job Descriptions & Time Schedule for Event Day Volunteers from Committee Chairs Logistics

                                                                                                                                                      Shared Services: Mission/Research Track Signs - Item # 7526.10, Event Directional Sign Kit -
            4      5/22/10 All Directional & Informational Signs Made or Ordered                                            Logistics                 item # 7549.41


            4      5/22/10 Committee/Team Captain Meeting                                                                   Logistics


            3      5/29/10 Work with Publicity & Online chairs to arrange communication on inclement weather plan.          Logistics


            3      5/29/10 100% of Event Day volunteers recruited                                                           Logistics


            3      5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                                Logistics


            2       6/5/10 Follow up calls to confirm all vendors (have a written agreement for deliveries)                 Logistics


            2       6/5/10 Distribute Job Descriptions & time schedule to event day volunteers                              Logistics

                           Develop Logistics list of vendors, contacts, phone numbers, items being delivered and
            2       6/5/10 times for delivery - Prepare copies and share w/event chair, staff and sub-committee.            Logistics


            2       6/5/10 Bank Night                                                                                       Logistics


            1      6/12/10 Compile a master list of day-of-event volunteers, share with committee.                          Logistics


            1      6/12/10 Host Committee Walk-Thru of event site.                                                          Logistics                                                                                               52
                                                                                                                 Responsible
Weeks Out       Due Date                                               Task                                       Committee    Completed   Comments/Notes

            1      6/12/10 Onsite stadium walk-thru                                                              Logistics


            1      6/12/10 Committee/Bank Night/Tshirt Distribution                                              Logistics


       0.2         6/17/10 Mark and label campsites prior to tent delivery.                                      Logistics


       0.1         6/18/10 Overesee tent deliveries                                                              Logistics


       0.1         6/18/10 Finalize packing all items necessary for the event                                    Logistics


                           Provide site layout map and review instructions for the day with sub-committeee and
            0      6/19/10 volunteers. Review inclement weaather and crisis communication plan                   Logistics


            0      6/19/10 Oversee site set-up: banners, track signs, etc.                                       Logistics




                                                                                                                                                            53
                                                                  RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                            Publicity Timeline


                                                                                                             Responsible
Weeks Out      Due Date                                        Task                                           Committee    Completed                      Comments/Notes

          51       6/27/09 Send post event media release to your local media outlets                  Publicity                        TES Media Fact Sheet


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                 Publicity


          49       7/11/09 Prepare Newsletter (Wrap-Up) - Gather information from sub-committees      Publicity                        Template on Brandwizard


          48       7/18/09 Send Press Release regarding event Wrap-Up Party                           Publicity


          48       7/18/09 Mail or Email newsletter                                                   Publicity


          48       7/18/09 Committee Wrap Up meeting                                                  Publicity


          46        8/1/09 Event Wrap Up Party                                                        Publicity


          43       8/22/09 Gather articles from sub-committees for newsletter.                        Publicity


          42       8/29/09 Prepare & receive approval for newsletter                                  Publicity


          42       8/29/09 Ensure access to Brandwizard is granted                                    Publicity


          42       8/29/09 Complete volunteer branding training.                                      Publicity                        Relayforlife.org


          42       8/29/09 Complete Print On Demand Training                                          Publicity


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee   Publicity


          41        9/5/09 Mail or Email newsletter                                                   Publicity


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off         Publicity


          37       10/3/09 Submit article to Publicity Chair for newsletter                           Publicity


          37       10/3/09 Gather articles from sub-committees for newsletter.                        Publicity
                                                                                                                                                                           54
          37       10/3/09 Finalize PR docs for Kickoff                                               Publicity
                                                                                                    Responsible
Weeks Out   Due Date                                        Task                                     Committee    Completed   Comments/Notes

       36      10/10/09 Partnership Agreements developed & signed by all committee members   Publicity


       36      10/10/09 Prepare & receive approval for newsletter                            Publicity


       36      10/10/09 Distrubute PR docs to community and media                            Publicity


       36      10/10/09 Committee Meeting/Kick-Off planning meeting                          Publicity


       35      10/17/09 Recruit at least one Relay team                                      Publicity


       35      10/17/09 Send Press Release regarding Event Kickoff                           Publicity


       35      10/17/09 Mail or Email newsletter                                             Publicity


       33      10/31/09 Submit article to Publicity Chair for newsletter                     Publicity


       33      10/31/09 Attend Kick-Off                                                      Publicity


       32       11/7/09 Prepare & receive approval for newsletter                            Publicity


       32       11/7/09 Follow up with media regarding Kickoff                               Publicity


       31      11/14/09 Mail or Email newsletter                                             Publicity


       28       12/5/09 Submit first feature story (ACS mission focused) to Local Paper      Publicity


       28       12/5/09 Committee/Team Captain Meeting                                       Publicity


       24        1/2/10 Submit article to Publicity Chair for newsletter                     Publicity


       24        1/2/10 Gather articles from sub-committees for newsletter.                  Publicity

                        25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
       24        1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                  Publicity


       23        1/9/10 Prepare & receive approval for newsletter                            Publicity


       22       1/16/10 Mail or Email newsletter                                             Publicity


       21       1/23/10 Committee/Team Captain Meeting                                       Publicity                                         55
                                                                                                  Responsible
Weeks Out   Due Date                                        Task                                   Committee    Completed   Comments/Notes

       19        2/6/10 Submit article to Publicity Chair for newsletter                   Publicity


       19        2/6/10 Gather articles from sub-committees for newsletter.                Publicity


       18       2/13/10 Receive logo's from Sponsorship Chair                              Publicity


       18       2/13/10 Print posters and brochures with event sponsors                    Publicity


       18       2/13/10 Prepare & receive approval for newsletter                          Publicity


       17       2/20/10 Submit second feature story (ACS mission focused) to local paper   Publicity


       17       2/20/10 Mail or Email newsletter                                           Publicity

                        50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16       2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                Publicity


       16       2/27/10 Committee/Team Captain Meeting                                     Publicity


       15        3/6/10 Submit article to Publicity Chair for newsletter                   Publicity


       15        3/6/10 Send Press Release prompting Team Meeting                          Publicity


       15        3/6/10 Gather articles from sub-committees for newsletter.                Publicity


       15        3/6/10 Distribute collateral materials throughout the community           Publicity


       14       3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair     Publicity


       14       3/13/10 Prepare & receive approval for newsletter                          Publicity


       14       3/13/10 Media Advertisements confirmed & begin running                     Publicity


       13       3/20/10 Mail or Email newsletter                                           Publicity


       12       3/27/10 Submit article to Publicity Chair for newsletter                   Publicity

                        Secure underwriting sponsorship for event Program Book work with
       12       3/27/10 Sponsorship                                                        Publicity


       12       3/27/10 Press Release highlighting a team story to media                   Publicity                                         56
                                                                                                         Responsible
Weeks Out   Due Date                                        Task                                          Committee    Completed                     Comments/Notes

       12       3/27/10 Gather articles from sub-committees for newsletter.                       Publicity

                        80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12       3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                       Publicity


       12       3/27/10 Committee/Team Captain Meeting                                            Publicity


       11        4/3/10 Submit feature story (ACS mission focused) to local paper                 Publicity


       11        4/3/10 Prepare & receive approval for newsletter                                 Publicity


       10       4/10/10 Mail or Email newsletter                                                  Publicity

                        Distribute collateral materials throughout the community (second round,
       10       4/10/10 replenish low supplies)                                                   Publicity

                        Set up Radio & TV Interviews (work with other Relay sites within same
        9       4/17/10 market area)                                                              Publicity


        9       4/17/10 Press Release promoting the Team Meeting sent to media                    Publicity                        Utilize RFL Communications Guide

                        Succession Planning completed with the Growth Committee Chairs
        8       4/24/10 recruited for next year                                                   Publicity

                        Begin preliminary lay-out of event Program Book, work with Sponsorship
        8       4/24/10 Chair to receive Sponsor info                                             Publicity                        Brandwizard


        8       4/24/10 Committee/Team Captain Meeting                                            Publicity


        7        5/1/10 Submit article to Publicity Chair for newsletter                          Publicity


        7        5/1/10 Submit feature ACS mission focused story to media                         Publicity


        7        5/1/10 Gather articles from sub-committees for newsletter.                       Publicity


        6        5/8/10 All DOE schedules are due to Publicity Chair for Program Book             Publicity


        6        5/8/10 Prepare & receive approval for newsletter                                 Publicity

                                                                                                                                   Team List, Schedule of Events, Sponsor names/logos,
        6        5/8/10 Continue to gather needed information for program book - final!           Publicity                        Photos etc.


        5       5/15/10 Request thank you letter from event chair for program book.               Publicity


        5       5/15/10 Mail or Email newsletter                                                  Publicity                                                                  57
                                                                                                           Responsible
Weeks Out   Due Date                                        Task                                            Committee    Completed   Comments/Notes
                        Confirm all information for Program Book has been received, final layout
        5       5/15/10 of book done                                                                Publicity

                        Work with Logisitics to arrange communication to the neighborhood of the
        4       5/22/10 event through flyers, newspaper article, postcard mailing etc…           Publicity


        4       5/22/10 Send Program Book to printer                                                Publicity


        4       5/22/10 Distribute collateral materials throughout community - third round          Publicity


        4       5/22/10 Committee/Team Captain Meeting                                              Publicity


        3       5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair           Publicity


        3       5/29/10 Work with Logistics to arrange communication on inclement weather plan. Publicity


        2        6/5/10 Submit Team feature story to media                                          Publicity


        2        6/5/10 Publicity flyers distributed within neighborhood (Inviting them to Event)   Publicity


        2        6/5/10 Bank Night                                                                  Publicity


        1       6/12/10 Pick up Program Book                                                        Publicity


        1       6/12/10 Phone Call to All media of upcoming event                                   Publicity


        1       6/12/10 Onsite stadium walk-thru                                                    Publicity


        1       6/12/10 Committee/Bank Night/Tshirt Distribution                                    Publicity


        0       6/19/10 Sponsor Photos taken for Proof of Performance                               Publicity


        0       6/19/10 Follow up call to media                                                     Publicity


        0       6/19/10 Distribute Program Book                                                     Publicity


        0       6/19/10 Be available to all media that shows day-of-event                           Publicity




                                                                                                                                                      58
                                                               RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
  6/19/2010                                                  Online Timeline

                                                                                                           Responsible
 Weeks Out         Due Date                                        Task                                     Committee    Completed                       Comments/Notes
                                Update event greeting page with event results                              Online                    Obtain stats from Staff Partner - TES>Media Fact Sheet

              51      6/27/09
                                Send out Email to all Participants & Donors to thank them                  Online                    Use coaching/recruitment email sample on website -
                                                                                                                                     customize to your event & include Relay stats (TES>Media
              51      6/27/09                                                                                                        Fact Sheet)
                                Send Post Event Fundraising Campaign Email                                 Online                    Promote the Virtual Cancer Fighter challenge
                                                                                                                                     ($250/$500/$1,000 incentive program)
              50       7/4/09


              49      7/11/09 Send thank yous to subcommittee & others where appropriate                   Online
                              Update the event webiste for Wrap-Up date                                    Online

              48      7/18/09
                                                                                                           Online
              48      7/18/09 Committee Wrap Up meeting
                              Upload newsletter onto event website                                         Online                    Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                     website
              47      7/25/09
                                Send Post-Event Fundraising email/challenge                                Online                    Use coaching/recruitment email sample on website -
                                                                                                                                     customize to your event (1 of 8)
              46       8/1/09
                                                                                                           Online

              46       8/1/09 Event Wrap Up Party
                              Send email campaign to all RFL contacts to ask them to get involved on the   Online                    Request .csv report out of TES from Staff Partner
                              Committee
              45       8/8/09
                                                                                                           Online

              45       8/8/09 Posting Committee Meeting Minutes on Website
                              Build "Volunteer Opportunity Page" on Relay website                          Online

              45       8/8/09
                                                                                                           Online

              45       8/8/09 Attend the Event Analysis & Planning Meeting
                              Sent Post-Event Email to all CY participants - congratulating top            Online                    Refer to Convio manual on sending Email
                              team/participant fundraisers                                                                           campaigns/coaching emails
              42      8/29/09
                                                                                                           Online

              42      8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee
                              Post newsletter to website                                                   Online

              41       9/5/09
                                Work with ACS Staff Partner to customize the website and activate          Online                    Refer to Convio manual on site customization59

              41       9/5/09
                                                                                                          Responsible
Weeks Out    Due Date                                           Task                                       Committee    Completed                       Comments/Notes
                          Attend Relay Online training to learn the basics, enhancements of the site and Online                     Training provided by your ACS Staff Partner
                          successful online fundraising strategies
        41       9/5/09
                          Upload newsletter onto event website                                            Online                    Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                    website
        40      9/12/09
                          Email Campaign to all RFL contacts with Mission Delivery                        Online                    Refer to Convio manual on sending Email
                                                                                                                                    campaigns/coaching emails
        40      9/12/09
                                                                                                          Online

        40      9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off
                        Send out introductory email campaign to all contacts to announce the              Online                    Insert link to Custom Pages>Fundraising Tips
                        availability of the site (Are You Ready to Relay?.....Relay Online…It's as Easy
        39      9/19/09 as 1-2-3)


        37      10/3/09 Submit article to Publicity Chair for newsletter                              Online
                        Upload Kick-Off invitation on Relay website & customize 'Home Page' re: Kick- Online                        Obtain Kick-Off invitation from Event Chair/Staff Partner -
                        Off                                                                                                         upload .pdf file
        37      10/3/09


        36     10/10/09 Partnership Agreements developed & signed by all committee members                Online
                                                                                                          Online

        36     10/10/09 Committee Meeting/Kick-Off planning meeting


        35     10/17/09 Recruit at least one Relay team                                                   Online
                        Upload newsletter onto event website                                              Online                    Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                    website
        35     10/17/09
                          Send email to announce Kick-Off event to encourage teams to sign up before      Online                    Use coaching/recruitment email sample on website -
                          Kick-Off event                                                                                            customize to your event
        35     10/17/09


        33     10/31/09 Submit article to Publicity Chair for newsletter                                  Online
                        Enter All Committees and groups of Team Captains, Sponsors, Participants,         Online                    Obtain listing from Staff Partner - all reports are found in TES
                        Prospects, etc., into an Email Group - Convio/update Greeting page work with
        33     10/31/09 Team Development Chair
                                                                                                          Online
                        Compile fundraising resources to post on Relay website with with Fundraising
        33     10/31/09 Chair
                                                                                                          Online

        33     10/31/09 Attend Kick-Off
                        Update Greeting Page                                                              Online

        32      11/7/09
                          Send email to all participants - Thanks for attending/Sorry we missed you at    Online                    Use coaching/recruitment email sample on website -
                          Kick-Off                                                                                                  customize to your event
        32      11/7/09
                          Send out - Thanksgiving email campaign                                          Online

        31     11/14/09                                                                                                                                                            60
                                                                                                        Responsible
Weeks Out    Due Date                                         Task                                       Committee    Completed                       Comments/Notes
                          Upload newsletter onto event website                                         Online                     Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                  website
        30     11/21/09
                          Send Volunteer Appreciation Email                                            Online                     Use coaching email template on your website

        30     11/21/09
                          Email meeting reminder to team captains/committee members                    Online

        29     11/28/09
                                                                                                       Online

        28      12/5/09 Committee/Team Captain Meeting
                        Update Greeting Page/Post Meeting Minutes                                      Online

        27     12/12/09
                          Update All Committees, Team Captains, Sponsors, Participants, Prospects,     Online                     Request .csv reports out of TES from Staff Partner of all
                          etc., into Email Group.                                                                                 groups listed
        26     12/19/09
                          Send email to all RFL contacts to encourage them to sign up their team online Online                    Request .csv reports out of TES from Staff Partner of all
                          - include link to webpage                                                                               groups listed
        26     12/19/09
                          Send Kickoff follow up Email campaign to Kickoff Attendees to encourage      Online                     Use coaching/recruitment email sample on website -
                          them to sign up their team online                                                                       customize to your event
        25     12/26/09
                          Add important dates (Team Mtgs, T-shirt Deadline etc) to Convio site         Online

        24       1/2/10


        24       1/2/10 Submit article to Publicity Chair for newsletter                               Online
                        Send email to announce TCU & attach link to TCU invitation                     Online                     Request TCU invitation to upload on Relay website

        24       1/2/10
                                                                                                       Online
                        25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
        24       1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal
                        Send email to all RFL contacts to encourage them to set up webpages and        Online
                        send emails - include link to webpage
        23       1/9/10
                        Send email campaign to all committee/team captains - meeting reminder          Online

        22      1/16/10
                          Upload newsletter onto event website                                         Online                     Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                  website
        21      1/23/10
                        Attend Committee/Team Captain meeting and request for any forms and/or         Online                     Run reports out of Convio prior to meeting
                        fundraisers to post on website/Recognize Teams & Top Individual fundraiser
        21      1/23/10 at team captain meeting
                                                                                                       Online

        21      1/23/10 Committee/Team Captain Meeting
                        Post Committee Meeting Mintes and any Fundraising information on website       Online

        20      1/30/10
                          Update all teams, sponsors, in kind donors, committee, survivors and         Online
                          prospects, etc into email loop (Convio)
        19       2/6/10                                                                                                                                                         61
                                                                                                       Responsible
Weeks Out    Due Date                                          Task                                     Committee    Completed                       Comments/Notes

        19       2/6/10 Submit article to Publicity Chair for newsletter                               Online
                        Obtain logos from Sponsorship Chair of all sponsors whose logos are entitled   Online                    Refer to Convio manual on how to upload logos using
                        to be posted on website (ONGOING)                                                                        animated gif files
        19       2/6/10
                        Send email to all RFL contacts to encourage them to set up webpages and        Online                    Use coaching/recruitment email sample on website -
                        send emails - include link to webpage.                                                                   customize to your event/Promote "Why We Relay"
        17      2/20/10
                        Send email regarding next Team Captain meeting                                 Online

        17      2/20/10
                          Upload newsletter onto event website                                         Online                    Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                 website
        16      2/27/10
                                                                                                       Online
                        50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
        16      2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal
                                                                                                       Online

        16      2/27/10 Committee/Team Captain Meeting
                        Upload Meeting Minutes &customize Greeting Page                                Online

        15       3/6/10


        15       3/6/10 Submit article to Publicity Chair for newsletter                               Online
                        Update Greeting Page/Post Meeting Minutes                                      Online

        15       3/6/10


        14      3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                 Online
                        Send out email to encourage online fundraising/challenge - include message     Online                    Use 1 of 7 coaching emails set up on website - customize to
                        related to registering their team online for event to achieve Pacesetter                                 your event
        14      3/13/10
                        Email Campaign to all RFL contacts with link to online webpage                 Online                    Use coaching/recruitment email sample on website -
                                                                                                                                 customize to your event
        13      3/20/10
                          Upload newsletter onto event website                                         Online                    Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                 website
        13      3/20/10
                          Send email to team captains/committee meeting reminder                       Online

        13      3/20/10
                          Post onsite map, Crisis management plan for inclement weather and Meeting    Online
                          Minutes
        12      3/27/10
                          Luminaria Email Campaign to LY purchasers and all RFL contacts               Online                    Run LY Luminaria Donor Report out of TES (merge file) to
                                                                                                                                 obtain email addresses
        12      3/27/10


        12      3/27/10 Submit article to Publicity Chair for newsletter                               Online
                                                                                                       Online
                        80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
        12      3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                                                                                                    62
                                                                                                          Responsible
Weeks Out       Due Date                                          Task                                     Committee    Completed                       Comments/Notes
                                                                                                          Online

        12         3/27/10 Committee/Team Captain Meeting
                           Email Campaign to all RFL contacts with link to online webpage                 Online                    Use coaching/recruitment email sample on website -
                                                                                                                                    customize to your event
        10         4/10/10
                             Add important dates (Team Mtgs, T-shirt Deadline etc) to Website             Online                    Obtain schedule from Event Chairs/Staff Partner

        10         4/10/10
                             Upload newsletter onto event website                                         Online                    Obtain newsletter from Publicity Chair and upload .pdf file to
                                                                                                                                    website
            9      4/17/10
                             Send email meeting reminder to team captains/committee members               Online

            9      4/17/10
                             Email to continue the momentum with online fundraising (challenge) include   Online                    Use 1 of 7 coaching emails set up on website - customize to
                             mission messaging.                                                                                     your event
            8      4/24/10
                                                                                                          Online

            8      4/24/10 Committee/Team Captain Meeting


            7       5/1/10 Submit article to Publicity Chair for newsletter                               Online
                           Post Meeting Minutes on website                                                Online

            7       5/1/10
                             Email Campaign to all RFL contacts with link to online webpage               Online                    Use coaching/recruitment email sample on website -
                                                                                                                                    customize to your event
            7       5/1/10


            6       5/8/10 All DOE schedules are due to Publicity Chair for Program Book                  Online
                           Email campaign - fundraising challenge                                         Online

            5      5/15/10

                           Succession Planning completed with the Growth Committee Chairs recruited
            4      5/22/10 for next year                                                                  Online
                                                                                                          Online

            4      5/22/10 Committee/Team Captain Meeting


            3      5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair              Online


            3      5/29/10 Work with Logistics to arrange communication on inclement weather plan.        Online
                           Send out last minute email challenge to participants                           Online                    Use 1 of 7 coaching emails set up on website - customize to
                                                                                                                                    your event
            3      5/29/10
                             Send out email campaign to promote upcoming Bank Night                       Online

            3      5/29/10
                             Post Meeting Minutes on website                                              Online

            3      5/29/10                                                                                                                                                        63
                                                                                                           Responsible
Weeks Out       Due Date                                        Task                                        Committee    Completed                     Comments/Notes
                             Email Campaign to all RFL contacts with link to online webpage                Online                    Use coaching/recruitment email sample on website -
                                                                                                                                     customize to your event
            3      5/29/10
                             Email Campaign to all RFL contacts with link to online webpage - last push    Online

            2       6/5/10
                                                                                                           Online

            2       6/5/10 Bank Night
                           10 Days 'Til Relay Email to all participants                                    Online                    Use coaching email and customize to your event

       1.5          6/8/10
                             Send email that includes a survival/what to bring list                        Online                    Obtain "day of event" needs from Event Chair

            1      6/12/10
                                                                                                           Online

            1      6/12/10 Onsite stadium walk-thru
                                                                                                           Online

            1      6/12/10 Committee/Bank Night/Tshirt Distribution
                           Email Campaign to all RFL participants with link to online webpage with last    Online                    Use coaching/recruitment email sample on website -
                           minute logistics, include message that it's not too late/don't stop now…we're                             customize to your event
       0.3         6/16/10 almost there!




                                                                                                                                                                                64
                                                                   RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                           Sponsorship Timeline

                                                                                                               Responsible
Weeks Out      Due Date                                          Task                                           Committee    Completed                      Comments/Notes

                                                                                                                                         Thank You or generic RFL cards may be obtained from ACS
          51      6/27/09 Send thank you letter with date of next year's event to all sponsors           Sponsorship                     Staff Partner

                          Ensure wrap-up invites are mailed out to sponsors to formally invite them to
          50       7/4/09 Wrap-Up Celebration                                                            Sponsorship                     Wrap-Up Invitations template on Brandwizard


          49      7/11/09 Send thank yous to subcommittee & others where appropriate                     Sponsorship


          48      7/18/09 Committee Wrap Up meeting                                                    Sponsorship
                          Develop sponsor prospect list: Work with ACS Staff Partner to set ranges and
                          underwriting opportunities / include contact & asking amount (Event Analysis
          47      7/25/09 & Planning)                                                                  Sponsorship                       Obtain Community Assessment from ACS Staff Partner


          46       8/1/09 Work with ACS Staff Partner to obtain National Corporate Team Partner list     Sponsorship                     List may be found on www.relayforlife.org
                          Recruit subcommittee members (those that would be likely to have high level
                          corporate or business contacts) to assist with corporate sponsorship                                           Review Team Captain list to help identify corporate
          46       8/1/09 recruitment                                                                    Sponsorship                     teams/attend chamber mixers to assist in recruitment efforts


          46       8/1/09 Event Wrap Up Party                                                            Sponsorship

                          Proof of Benefits packages hand delivered to sponsors (and large in-kind                                       "Proof of Benefits worksheet located on The Link (Relay For
          45       8/8/09 donors) (Take a survivor with you, ie. Honorary Chair)                         Sponsorship                     Life>Fundraising Development>Sponsorship)
                          Prepare and/or finalize Sponsorship Proposal by determining levels of
                          sponsorship & benefits to sponsors based on your community and market
          45       8/8/09 outreach work with Event Chair                                                 Sponsorship                     Utilizing previous year's Sponsorship Proposal

                                                                                                                                         Using report out of TES on sponsorship raised from previous
          45       8/8/09 Participate in Event Analysis Planning Meeting and set sponsorship goal        Sponsorship                     year


          42      8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee       Sponsorship


          40      9/12/09 Work with Event Chair to ensure that all sponsor visits are scheduled          Sponsorship


          40      9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off             Sponsorship
          39              Set appointments with past sponsors to renew if not committed.                 Sponsorship                     Obtain list from ACS Staff Partner from TES (Sponsorship
                                                                                                                                         Master Report)
                  9/19/09
                                                                                                                                                                                      65

          37      10/3/09 Submit article to Publicity Chair for newsletter                               Sponsorship
                                                                                                            Responsible
Weeks Out   Due Date                                           Task                                          Committee    Completed                      Comments/Notes

                        Finalize sponsorship prospect list (including media) (Event Analysis &
       37       10/3/09 Planning)                                                                     Sponsorship


       37       10/3/09 Ensure Kick-Off Invitations are sent out to past and potential sponsors       Sponsorship                     Utilizing list from TES - Sponsorship Master Report


       36      10/10/09 Partnership Agreements developed & signed by all committee members            Sponsorship


       36      10/10/09 Committee Meeting/Kick-Off planning meeting                                   Sponsorship


       35      10/17/09 Recruit at least one Relay team                                               Sponsorship
                                                                                                                                      Obtain Sponsorship Proposal and supporting ACS brochures
                        Make presentations with potential sponsors and be sure to include a team                                      for sponsorship meeting (build relationships in the community
       34      10/24/09 recruitment ask (ongoing)                                                     Sponsorship                     with RFL National Corporate Team Partners


       33      10/31/09 Submit article to Publicity Chair for newsletter                              Sponsorship


       33      10/31/09 Attend Kick-Off                                                               Sponsorship


       28       12/5/09 Committee/Team Captain Meeting                                                Sponsorship


       27      12/12/09 Send holiday cards to past and potential sponsors                             Sponsorship                     Obtain cards from Event Chairs/ACS Staff Partner


       24        1/2/10 Submit article to Publicity Chair for newsletter                              Sponsorship

                        Provide update (prior to committee mtg) for Event Analysis & Planning to
       24        1/2/10 Event Chairs/Staff                                                            Sponsorship                     This can be a communication of any kind, i.e., phone/email

                        25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
       24        1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                           Sponsorship


       21       1/23/10 Committee/Team Captain Meeting                                                Sponsorship


       19        2/6/10 Submit article to Publicity Chair for newsletter                              Sponsorship
                        Send logos to Online Chair of all sponsors whose logos are entitled to be     Sponsorship
                        posted on website (ONGOING)
       19        2/6/10

                        Provide update (prior to committee mtg) for Event Analysis & Planning to
       19        2/6/10 Event Chairs/Staff                                                            Sponsorship                     This can be a communication of any kind, i.e., phone/email
                                                                                                                                                                                  66
                        Obtain logos from all sponsors to be used in print materials (ongoing - see
       19        2/6/10 recognition)                                                                  Sponsorship                     Upload logos onto Print On Demand (POD)
                                                                                                               Responsible
Weeks Out   Due Date                                          Task                                              Committee    Completed                      Comments/Notes


       18      2/13/10 Send Logos to Publicity Chair (Ongoing)                                           Sponsorship


       18      2/13/10 Review In-Kind donations/requests with Food Chair                                 Sponsorship

                       Publicize out to food vendors the opportunity to sell products at Relay, giving
       18      2/13/10 a minimum of 20% of their proceeds, work with Food Chair                          Sponsorship

                                                                                                                                         Sponsors are typically eager to provide any company-logo
       17      2/20/10 Request any prizes from sponsors for Activities/Entertainment Chair               Sponsorship                     items as prizes.
                                                                                                                                         Obtain Sponsorship Proposal and supporting ACS brochures
                       Make presentations with potential sponsors and be sure to include a team                                          for sponsorship meeting (build relationships in the community
       17      2/20/10 recruitment ask (ongoing)                                                         Sponsorship                     with RFL National Corporate Team Partners

                       50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
       16      2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                               Sponsorship


       16      2/27/10 Committee/Team Captain Meeting                                                    Sponsorship


       15       3/6/10 Submit article to Publicity Chair for newsletter                                  Sponsorship


       14      3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair                    Sponsorship

                       Provide update (prior to committee mtg) for Event Analysis & Planning to
       14      3/13/10 Event Chairs/Staff                                                                Sponsorship                     This can be a communication of any kind, i.e., phone/email
                                                                                                                                         Obtain Sponsorship Proposal and supporting ACS brochures
                       Make presentations with potential sponsors and be sure to include a team                                          for sponsorship meeting (build relationships in the community
       14      3/13/10 recruitment ask (ongoing)                                                         Sponsorship                     with RFL National Corporate Team Partners


       12      3/27/10 Submit article to Publicity Chair for newsletter                                  Sponsorship


       12      3/27/10 Secure underwriting sponsorship for event Program Book work with Publicity        Sponsorship

                       80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
       12      3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                               Sponsorship


       12      3/27/10 Committee/Team Captain Meeting                                                    Sponsorship

                       Provide update (prior to committee mtg) for Event Analysis & Planning to
       10      4/10/10 Event Chairs/Staff                                                                Sponsorship                     This can be a communication of any kind, i.e., phone/email
                                                                                                                                         Obtain Sponsorship Proposal and supporting ACS brochures
                       Make presentations with potential sponsors and be sure to include a team                                          for sponsorship meeting (build relationships in the community
       10      4/10/10 recruitment ask (ongoing)                                                         Sponsorship                     with RFL National Corporate Team Partners
                                                                                                                                                                                     67
                       Succession Planning completed with the Growth Committee Chairs recruited
        8      4/24/10 for next year                                                                     Sponsorship
                                                                                                              Responsible
Weeks Out   Due Date                                          Task                                             Committee    Completed                       Comments/Notes


        8      4/24/10 Coordinate with Publicity Chair to set-up event program book with sponsor ads Sponsorship                        Event Program Book template to be found on Brandwizard


        8      4/24/10 Committee/Team Captain Meeting                                                   Sponsorship


        7       5/1/10 Submit article to Publicity Chair for newsletter                                 Sponsorship

                                                                                                                                        Be sure to have .eps format for screenprinter - Peter Kleine (t-
        7       5/1/10 All sponsor logos for t-shirts submitted to staff partner                        Sponsorship                     shirt vendor) does provide for logos on back of tees


        6       5/8/10 All DOE schedules are due to Publicity Chair for Program Book                    Sponsorship

                       Provide update (prior to committee mtg) for Event Analysis & Planning to
        6       5/8/10 Event Chairs/Staff                                                               Sponsorship                     This can be a communication of any kind, i.e., phone/email
                                                                                                                                        Obtain Sponsorship Proposal and supporting ACS brochures
                       Make presentations with potential sponsors and be sure to include a team                                         for sponsorship meeting (build relationships in the community
        6       5/8/10 recruitment ask (ongoing)                                                        Sponsorship                     with RFL National Corporate Team Partners

                       Review event program book with Publicity Chair to ensure that all sponsors                                       Utilizing Master Sponsor Report out of TES including
        5      5/15/10 are recognized with their full benefit entitlements - before going to print      Sponsorship                     benefit/recognition levels


        4      5/22/10 Order appreciation gifts (plaques/certificates) to recognize sponsors at Relay   Sponsorship                     Certificates template on Brandwizard

                       Contact all sponsors for their banners to be displayed at event & discuss                                        Request timeline from sponsor for return of banner post-
        4      5/22/10 introductions at event                                                           Sponsorship                     event (consider using for wrap-up)


        4      5/22/10 All Sponsor Signs and Track Signs Ordered (Work with Logistics Chair)            Sponsorship                     Ariba Item/Shared Services 7542.29


        4      5/22/10 Committee/Team Captain Meeting                                                   Sponsorship


        3      5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair                Sponsorship

                       Send letter to all confirmed and past sponsors and formally invite them to the
        3      5/29/10 Relay                                                                            Sponsorship                     Obtain letterhead from ACS Staff partner

                       Provide update (prior to committee mtg) for Event Analysis & Planning to
        3      5/29/10 Event Chairs/Staff                                                               Sponsorship                     This can be a communication of any kind, i.e., phone/email

                       Communicate with Event Chairs & Activities/Entertainment Chairs the manner
        3      5/29/10 in which sponsors will be acknowledged at event                            Sponsorship


        2       6/5/10 Bank Night                                                                       Sponsorship
                                                                                                                                                                                      68
        1      6/12/10 Reminder call to sponsors regarding the event                                    Sponsorship
                                                                                                              Responsible
Weeks Out    Due Date                                         Task                                             Committee    Completed   Comments/Notes


        1       6/12/10 Onsite stadium walk-thru                                                        Sponsorship


        1       6/12/10 Committee/Bank Night/Tshirt Distribution                                        Sponsorship

                        Sponsor list & Comments Submitted to Chair for Opening and Closing
       0.5      6/15/10 Ceremony                                                                        Sponsorship

                        Recognize & thank sponsors at opening and closing ceremonies presenting
        0       6/19/10 appreciation gifts/plaques/certificates                                         Sponsorship

                        Assist Logistics Chair in ensuring that all sponsor banners are on display at
        0       6/19/10 the event                                                                       Sponsorship




                                                                                                                                                         69
                                                                  RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                              Food Timeline


                                                                                                             Responsible
Weeks Out      Due Date                                        Task                                           Committee    Completed   Comments/Notes

          50        7/4/09 Work with Event Chair to get wrap-up food needs and secure donations       Food


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                 Food

                           Send thank-you notes to vendors who donated products and/or services;
          49       7/11/09 as well as day of event help                                          Food



          48       7/18/09 Committee Wrap Up meeting                                                  Food


          46        8/1/09 Event Wrap Up Party                                                        Food

                           Send handwritten thank-you notes to vendors who donated food for the
          45        8/8/09 wrap-up                                                                    Food


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee   Food


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off         Food


          37       10/3/09 Submit article to Publicity Chair for newsletter                           Food

                           Work with your Event chair to recruit your food subcommittee.
          37       10/3/09 Suggested committees: beverage, snack, breakfast, lunch, dinner            Food


          36      10/10/09 Partnership Agreements developed & signed by all committee members         Food


          36      10/10/09 Committee Meeting/Kick-Off planning meeting                                Food


          35      10/17/09 Recruit at least one Relay team                                            Food


          34      10/24/09 Confirm all donations for Event Kickoff                                    Food


          33      10/31/09 Submit article to Publicity Chair for newsletter                           Food


          33      10/31/09 Attend Kick-Off                                                            Food

                           Send handwritten thank-you notes to vendors who donated products to
          32       11/7/09 the kick-off                                                               Food


          28       12/5/09 Committee/Team Captain Meeting                                             Food
24    1/2/10 Submit article to Publicity Chair for newsletter                           Food

             25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
24    1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                        Food


21   1/23/10 Committee/Team Captain Meeting                                             Food


19    2/6/10 Submit article to Publicity Chair for newsletter                           Food


18   2/13/10 Review in-kind sponsors needs with Sponsorship Chair                       Food

             Publicize out to food vendors the opportunity to sell products at Relay,
18   2/13/10 giving a minimum of 20% of their proceeds, work with Sponsorship Chair     Food

             50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
16   2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                        Food


16   2/27/10 Committee/Team Captain Meeting                                             Food


15    3/6/10 Submit article to Publicity Chair for newsletter                           Food


15    3/6/10 Seek community service organizations to serve/make food at Relay           Food

             Begin to work with subcommittee to secure donations of food and
15    3/6/10 beverages being provided to participants during the event                  Food


14   3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair             Food


12   3/27/10 Submit article to Publicity Chair for newsletter                           Food


12   3/27/10 Secure any needed health permits                                           Food

             80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
12   3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                        Food


12   3/27/10 Committee/Team Captain Meeting                                             Food


11    4/3/10 Secure day of event volunteers                                             Food


11    4/3/10 Finalize food vendors - send any logistic needs to Logistics chair.        Food

             Succession Planning completed with the Production Committee Chairs
8    4/24/10 recruited for next year                                                    Food


8    4/24/10 Committee/Team Captain Meeting                                             Food


7     5/1/10 Submit article to Publicity Chair for newsletter                           Food


6     5/8/10 All DOE schedules are due to Publicity Chair for Program Book              Food
6    5/8/10 Send day of event instructions to food vendors                        Food


4   5/22/10 Confirm all logistic needs have been covered                          Food


4   5/22/10 Committee/Team Captain Meeting                                        Food


3   5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair     Food


2    6/5/10 Bank Night                                                            Food


1   6/12/10 Onsite stadium walk-thru                                              Food


1   6/12/10 Committee/Bank Night/Tshirt Distribution                              Food


0   6/19/10 Work closely with Logistics committee on set up needs and equipment   Food

            During the event, thank teams, sponsors, survivors and other
0   6/19/10 participants whenever possible.                                       Food
                                                                  RELAY FOR LIFE TIMELINE 2009/2010
Event Date:
 6/19/2010                                          Fundraising Timeline


                                                                                                            Responsible
Weeks Out      Due Date                                        Task                                          Committee    Completed   Comments/Notes

          50        7/4/09 Wrap up any event-wide fundraisers                                         Fundraising


          49       7/11/09 Send thank yous to subcommittee & others where appropriate                 Fundraising


          49       7/11/09 Provide post fundraising tips or upcoming events for Wrap-up Newsletter Fundraising


          48       7/18/09 Committee Wrap Up meeting                                                  Fundraising


          46        8/1/09 Working with Online chair to email any post-event fundraisers              Fundraising


          46        8/1/09 Event Wrap Up Party                                                        Fundraising

                           Compile fundraising resources to post on Relay website; work with
          45        8/8/09 Online Chair to post documents                                             Fundraising

                           Attend the Event Analysis & Planning Meeting to discuss potential event-
          45        8/8/09 wide fundraisers                                                         Fundraising


          42       8/29/09 Brainstorm a fall event-wide fundraiser and/or fundraising expo            Fundraising


          42       8/29/09 Schedule "all year meeting dates/wrap up" with the rest of the committee   Fundraising


          41        9/5/09 Ensure fundraising documents posted on Online site                         Fundraising


          40       9/12/09 Review Team Fundraising Guidelines                                         Fundraising


          40       9/12/09 Committee meeting set Kick-off date & initial planning of Kick-Off         Fundraising


          37       10/3/09 Submit article to Publicity Chair for newsletter                           Fundraising


          37       10/3/09 Recruit your fundraising coach                                             Fundraising


          36      10/10/09 Partnership Agreements developed & signed by all committee members         Fundraising

                           Gather fundraising policies and best practices to share at kick-off-
          36      10/10/09 communicate to Event Chair                                                 Fundraising
36   10/10/09 Committee Meeting/Kick-Off planning meeting                             Fundraising


35   10/17/09 Recruit at least one Relay team                                         Fundraising


33   10/31/09 Submit article to Publicity Chair for newsletter                        Fundraising


33   10/31/09 Attend Kick-Off                                                         Fundraising


32    11/7/09 Coordinate a fall fundraising event.                                    Fundraising


29   11/28/09 Collect fundraising information for meeting.                            Fundraising


28    12/5/09 Committee/Team Captain Meeting                                          Fundraising


24     1/2/10 Submit article to Publicity Chair for newsletter                        Fundraising

              25% of Team Goal, 25% Top Ten Teams registered, 25% Past Team
24     1/2/10 registered, 25% Survivor Goal, 25% Sponsorship Goal                     Fundraising

              Work with Team Development to prepare fundraising tips for Team
23     1/9/10 meeting                                                                 Fundraising


21    1/23/10 Committee/Team Captain Meeting                                          Fundraising

              Provide information from January meeting to Online Chair & follow-up
20    1/30/10 with teams not present                                                  Fundraising


19     2/6/10 Submit article to Publicity Chair for newsletter                        Fundraising


18    2/13/10 Plan Spring Relay-wide fundraiser                                       Fundraising


18    2/13/10 Contact schools about Mini-Relays                                       Fundraising

              50% of Team Goal, 50% Top Ten Teams registered, 50% Past Team
16    2/27/10 registered, 50% Survivor Goal, 50% Sponsorship Goal                     Fundraising


16    2/27/10 Committee/Team Captain Meeting                                          Fundraising


15     3/6/10 Submit article to Publicity Chair for newsletter                        Fundraising

              Provide information from February meeting to Online Chair & follow-up
15     3/6/10 with teams not present                                                  Fundraising


14    3/13/10 All Committee Chairs to submit "needs list" to Logistics Chair          Fundraising


12    3/27/10 Submit article to Publicity Chair for newsletter                        Fundraising
             80% of Team Goal, 80% Top Ten Teams registered, 80% Past Team
12   3/27/10 registered, 80% Survivor Goal, 80% Sponsorship Goal                       Fundraising


12   3/27/10 Committee/Team Captain Meeting                                            Fundraising

             Provide information from March meeting to Online Chair& follow-up with
11    4/3/10 teams not present                                                         Fundraising


10   4/10/10 Gather information for meeting.                                           Fundraising

             Succession Planning completed with the Growth Committee Chairs
8    4/24/10 recruited for next year                                                   Fundraising

             Provide information from April meeting to Online Chair & follow-up with
8    4/24/10 teams not present                                                         Fundraising


8    4/24/10 Committee/Team Captain Meeting                                            Fundraising


7     5/1/10 Submit article to Publicity Chair for newsletter                          Fundraising


7     5/1/10 Spring fundraiser complete                                                Fundraising


7     5/1/10 Collect final list of team onsite fundraisers                             Fundraising


6     5/8/10 All DOE schedules are due to Publicity Chair for Program Book             Fundraising


4    5/22/10 Committee/Team Captain Meeting                                            Fundraising


3    5/29/10 All Ceremony Scripts are due to Activities & Entertaintment Chair         Fundraising

             Provide information from May meeting to Online Chair & follow-up with
3    5/29/10 teams not present                                                         Fundraising


2     6/5/10 Bank Night                                                                Fundraising


1    6/12/10 Onsite stadium walk-thru                                                  Fundraising


1    6/12/10 Committee/Bank Night/Tshirt Distribution                                  Fundraising



 0   6/19/10 Coordinate on-site fundraisers                                            Fundraising

								
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