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Resource Toolkit - Relay For Life

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

RESOURCE TOOLKIT

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

    shows.

    ; 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

    (#6636.28)

    ; 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.

Planning:

    ; 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)

Production:

    ; 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.

Distribution:

    ; 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.

Arrangement:

    ; 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

    BACK).

Ceremony:

    ; 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

    injuries!

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

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

    light.

    ; Name Reading

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

    throats!

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

    recommended)

    ; 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 RelayForLife.org > Relay Library > Celebrate Remember Fight

    Back section for more tips and examples of Luminaria Ceremony song

    titles, scripts, and other great tips:

    https://library.relayforlife.org/portal/server.pt/gateway/PTARGS_0_417954

    6_1640442_0_0_18/Section%203%20-%20Remember.pdf

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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