Resource Toolkit - Relay For Life

By Ryan Evans,2014-09-30 04:20
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Resource Toolkit - Relay For Life


Helpful Hints

Sales & Promotion:

    ; Ask permission to place Luminaria order forms in bank statements, payroll

    envelopes, pharmacy bags, company and faith-based newsletters, the

    newspaper, waiting room tables of doctor offices, and on pizza boxes. ; Work with Marketing/Communications Chair to send media PSA’s, place your

    Luminaria form in the local newspaper, and volunteer to speak on radio or TV


    ; Make posters for your sales opportunities and use pictures from previous

    Relays to show what the ceremony is about. Ask your Staff Partner about

    these blank printed materials:

    ; 8-1/2” x 11” Newsletter Paper - portrait (#6636.18)

    ; 8-1/2” x 5.5” finished size RFL Event Program paper – folds in half


    ; 8-1/2” x 11” RFL yellow bordered paper - landscape (#7549.53)

    ; Make sure all underwriters/sponsors are given an ample supply of forms for

    their employees.

    ; Give forms to team captains and/or include them in the Team Captain packet. ; Work with your Staff Partner and Event Accounting Chair to arrange deposits

    of Luminaria money received.

    ; Set up a table at Team Captain Meetings/Bank Nights to sell Luminarias and

    show pictures from past Relays.

    ; Work with your Team Development Committee to email Team Captains about

    the Luminaria Ceremony. Be sure to attach the Luminaria donation form. ; If your Relay is an online event, encourage online Luminaria donation options

    and, if necessary, attach the offline Luminaria donation form to the Luminaria

    custom page in the left navigation bar.


    ; Have a contingency plan if it rains prior to or during the Luminaria Ceremony. ; Decide what to do with left-over Luminaria candles (some folks hesitate

    throwing away partially-used candles)


    ; Write the names large and legible for everyone to read.

     Fold down the top or cut off the top of the bag at least two inches to help them ;

    stand up better.

    ; Stand wicks up as candles are placed in bags.

    ; Freeze the candles, they will burn longer.

    ; Make sure the sand is DRY otherwise your bag will burst.

    ; If your Relay expects rain or would like quicker clean-up, pre-pack your sand

    in snack-size Ziploc bags.

    ; Use plastic coke bottles or other container (preferably not glass) to place the

    candles in to protect them from the wind.

    ; Place enough sand in the bag or container so that your candle, glow stick or

    battery operated candle will stand upright.


    ; Use golf carts or wagons to transport Luminaria around the track. ; For events that have a small Luminaria Committee, you may want to set up a

    self-decoration area for bags sold at the event and have the person set the

    bag on the track so they will be able to locate it later.


    ; Space bags as evenly as possible around track.

    ; Arrange luminaria bags with names inside the track and on the outer edge of

    the track. If you have enough luminaria, utilize blank bags to spell a special

    message in the stands (i.e., HOPE, CURE, LIFE, FAITH, BELIEVE, FIGHT



    ; Lights

    ; Turn off stadium lights during Ceremony. Announce warnings of the light

    outage at 15, 10, and 5 minutes prior to the Ceremony.

    ; Ask everyone to stop walking or keep one light on if possible to avoid


    ; Ask parents to quiet their young children, if necessary.

    ; Remember it usually takes about 10 minutes for the stadium lights to re-


    ; Name Reading

    ; Have several people read off names to alleviate paper shuffling and sore


    ; Make sure the list of names is legible for the reading (excel spreadsheet


    ; Have flashlights handy for reading

    ; Have bottled water handy

    ; Start with the names in memory of and end with in honor of, it lightens the

    mood and helps with transition back to the Relay activities.

; Luminaria Art

    ; Utilize a set of bleachers to spell out a word of encouragement with

    luminaria bags (i.e., HOPE, CURE, LIFE, FAITH, BELIEVE, FIGHT BACK).

    ; The Ceremony

    ; Utilize “Hush Angels” to alert Participants of the upcoming Luminaria

    Ceremony. “Hush Angels” are often times little boys and girls dressed as

    angels in white robes with wings holding fans/signs with the words

    “HUSH” on it. They walk around the entire track.

    ; If you have large number of names to read, possibly replace that moment

    with a silent Memory Lap where everyone is invited to take a lap to find

    their loved one.

    ; Utilize a large projector screen and show pictures of loved ones submitted

    by friends and families.

    ; Finishing the Ceremony

    ; Don’t jump right back into loud music or announcements. Give everyone

    an opportunity to reflect by playing soft music

    ; Make multiple announcements at Relay about WHEN Participants may

    take their Luminaria bags off the track and what they should do with the

    sand and candles, glowsticks, or battery-operated lights. ; Other Resources

    ; Refer to > Relay Library > Celebrate Remember Fight

    Back section for more tips and examples of Luminaria Ceremony song

    titles, scripts, and other great tips:


Relay Night Volunteers:

    ; Where do you recruit night of Relay volunteers?

    ; High school/college clubs or organizations

    ; Girl Scouts and Boy Scouts

    ; Church groups

    ; Community groups (i.e., Jaycees, Kiwanis, Lions Club)

    ; Delegation of Duties

    ; Arrange volunteers in assembly line at the Relay to handle the possibility

    of high volume sales from visitors.

    Table 1: Luminaria sales

    Table 2: Program/list compilation

    Table 3: Make Luminaria

    ; Have volunteers with flashlights in the stands where the public sits during

    the ceremony when the lights are turned off.

    ; Have volunteers stationed around the track and in the stands to light bags

    prior to ceremony.

    ; Allow participants to take their loved ones luminaria bag home with them.

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