pedal to end cancer implementation guidebook€¦ · roles, creating an event budget and, most...

PEDAL TO END CANCERIMPLEMENTATION GUIDEBOOK

TABLE OF CONTENTS

3. WELCOME

4. HOW CAN I ORGANIZE A PEDAL TO END CANCER EVENT?

5. WHAT DOES A PEDAL TO END CANCER EVENT LOOK LIKE?

8. HOW SHOULD I DIVIDE UP THE WORK TO PLAN MY PEDAL TO END CANCER EVENT?

11. HOW DO I INCORPORATE THE AMERICAN CANCER SOCIETY’S MISSION INTO MY EVENT?

12. WHAT TYPES OF EXPENSES CAN I EXPECT WITH A PEDAL TO END CANCER EVENT?

13. READY TO GO? CREATE YOUR TIMELINE!

welcomeThank you for your interest in starting a Pedal to End Cancer event to support the American Cancer Society. This guidebook provides a road map for helping you plan your event. On the following pages, you will find helpful suggestions for assigning committee roles, creating an event budget and, most importantly, determining a timeline/check-list to make sure that you are aware of all the recommended steps needed to have the most successful event possible. Keep in mind, however, that this is simply a guide – we encourage you to be creative, think outside of the box, and make the event your own. If you provide your participants with a unique and fun experience, they will return year after year and continue their support for the fight against cancer.

PEDAL TO END CANCER 3

HOW CAN I ORGANIZE A PEDAL TO END CANCER EVENT?

You can organize a local Pedal to End Cancer event to support the American Cancer Society in one of the following ways:• A three-hour endurance spinning event held at a local school, spin facility, gym, or on-demand spinning

bike. There is a $25 registration fee for this event, with the expectation that spinners will raise $100 for every hour of spinning and meet a minimum goal of $300 per rider. A peer-to-peer fundraising platform will be set up for riders to fundraise and register. Riders can complete this endurance challenge on their own or with a team of up to three people who split the three-hour event.

• Transform an existing one-hour spin class into a Pedal event by adding the registration fee and fundraising component to support the American Cancer Society.

• Virtual Campaign: Download or stream our pre-recorded Pedal to End Cancer campaign for your event. You can choose between a one-hour or three-hour class.

• Customize your own Pedal to End Cancer event to best fit your environment, facility, or workplace.

For all approved Pedal to End Cancer fundraisers, the American Cancer Society will provide:• A Crowdrise/GoFundMe website to help support all of your fundraising needs• A suite of materials including this event guidebook, posters, graphics templates, and information sheets to

help you achieve fundraising success• Fundraising credit to the Relay For Life event or team of your choice or credit as a general ACS fundraiser• Use of promotional phrase “to benefit the American Cancer Society/Relay For Life”

We will rely on you to:• Manage your Crowdrise site• Handle all promotional and logistical information for your event• Turn in all donations/proceeds to the appropriate location• Manage the expenses of your event, either through sponsorships or donations

4 AMERICAN CANCER SOCIETY

WHAT DOES A PEDAL TO END CANCER EVENT LOOK LIKE?

On the day of the Pedal to End Cancer event, the participating gym, cycling studio, or health club should ensure that their space is set up appropriately for participants. This includes supplying equipment, food and drink, décor, and “extras” to help make their Pedal to End Cancer event a success. The following section includes best practices and ideas to help ensure that riders, instructors, gym personnel, and organizers have the best possible experience during the event.

Keep in mind that each event should be tailored to the gym or club that is hosting the fundraiser. Since the riders and instructors are likely already members of the gym community and clientele, each event experience will vary according to the participating gym’s facilities and culture. Gyms, clubs, and studios should strive to make the event feel distinct from a typically scheduled workout. Instead of “another day at the gym,” the Pedal to End Cancer event should stand out as a unique, meaningful, and fun-filled experience!

LocationOne way to create a unique event experience is to move the indoor cycling equipment to a new or slightly different location. Whether this is the gym lobby, a nearby outdoor greenspace, or even a third-party location such as a hotel ballroom, a fresh location can help the event feel special and exciting. Please be sure to follow the proper protocol if securing a separate space and transporting the bikes.

If relocating the bikes is not feasible, you can still create an out-of-the ordinary gym experience by adding décor like balloons and banners, high-energy music and lighting, etc., to your usual indoor cycling space. Be creative!


Logistics and set-upIdeally, it is best to maintain a consistent number of riders on the bikes from start to finish, which will help keep energy levels up throughout the ride. That said, the ride is meant to push athletes to their limits, whether their limit is the whole duration of the ride or just one hour. Encourage participants who are interested in the event but hesitant to commit to the whole duration to form teams and compete relay-style, rotating halfway through or every hour, depending on the number of riders on a team. If riders are part of a team, encourage all team members to stay for the entire event and support the other riders, even if it is not their turn to ride.

The number of people at each event will vary depending on the number of bikes available and the capacity of the event’s location, so please ensure that the space and equipment will be able to accommodate all participants (including the instructor and any event organizers). If possible, plan to use more space than needed for a typical spin class to account for teams riding “relay style” during the event and to accommodate any additional instructors, special speakers, or staff who will be on hand. Additionally, be sure to provide an area for check-in and donation collection at the start of the event, food/drink throughout, and any “extras” such as giveaways, swag, etc.

The gym is encouraged to provide beverages and healthy snacks to the riders. This adds to the fun and also serves as a health and safety measure, given the endurance nature of the event. Consider seeking donated or discounted bottles of water and light and healthy snacks such as energy/granola bars, bananas, and other fruit to help keep up the energy of the riders throughout the event.

Additional treat bag or “swag” items are a fun way to thank riders and build a sense of teamwork and community at the event. Contact the facility’s merchandise supplier, or leverage connections to community stores to see if they might provide free or discounted items to give to riders, such as water bottles, silicone bracelets, towels, T-shirts, or lightweight cycling jerseys, caps, etc. For access to a downloadable Pedal to End Cancer official logo, sign up for a Brand Toolkit/Artwork Builder volunteer account at brandtoolkit.cancer.org.

Likewise, the event space should be decorated to lend to the unique atmosphere of the day. Balloons, banners, and other party-like décor can help contribute to a fun atmosphere that’s out of the ordinary from the normal gym experience. Consider having at least one ACS-branded banner or large poster printed, and encourage riders to take group photos in front of it for social media and future use. Visit Brandtoolkit/Artwork Builder for Pedal to End Cancer poster templates to download and print locally. Email [email protected] to request a banner for your event.

InstructorsThe club hosting the event should enlist their popular instructors to lead the cyclists throughout the ride. It is encouraged to have more than one instructor onsite to rotate through as leader, as this event is much longer than a typical indoor cycling class. Periodically rotating instructors can help keep up the energy and add interest for the riders. The gym may want to provide their instructors with ACS facts/talking points ahead of the event, depending on their programming plans, to help motivate participants throughout the ride.

WHAT DOES A PEDAL TO END CANCER EVENT LOOK LIKE? (CONTINUED)


Instructors should lead the rides in the same way they would lead popular classes befitting the style of the gym or studio (e.g., some gyms involve more choreography or perform drills during their rides, while others may have a more endurance flow to an indoor cycling class). Instructors should also create their own playlists according to how they like to teach and customize the experience for their riders. They might also consider customizing a special playlist for the event using music with motivational messages or a particular theme (endurance, power, perseverance, etc.).

Arrival and check-inThe check-in area should be clearly marked so that participants will see it upon arrival, whether it is held at the gym or in another location. Let participants know ahead of time what they need to bring (such as registration fees, towel, appropriate clothing, plenty of water for the ride, and a light snack to keep up energy) so that they come prepared.

Participating gyms are responsible for collecting registration fees and any additional funds raised. While there is the opportunity to fundraise online, many participants will bring checks or cash that they’ve collected, and/or their registration fees to the event. Consider having a bucket for additional donations and coming up with some creative opportunities for optional fundraising on the day of the event (for example, a prize drawing to win a month of gym membership, a package of exercise classes, or donated prizes from community members/organizations). Any checks should be made payable to American Cancer Society.

ProgrammingA brief program to kick off and/or close the event is a great way to motivate participants and remind them how they are helping to make a difference. Consider inviting a cancer survivor from the gym or community to say a few words or share a few of the talking points included in the “How do I incorporate the American Cancer Society’s mission?” section of the guidebook. Be sure to close with a thank-you to the riders for participating. It is important to ensure that the speaker and anyone else making announcements can be seen and heard from the bike area where the riders will be set up.

Any programming is best kept short – people are going to be excited to start their ride and tired at the conclusion – so consider interspersing a few quick facts or motivational words throughout the duration of the ride.

Event ConclusionThe end of the ride is a great time to give a word of thanks to the group of participants and event organizers, distribute any snacks and drinks supplied for the riders, and take a group photo. Consider reaching out to local restaurants, cafes, or grocery stores to seek an in-kind donation of a larger volume of food to provide upon the conclusion of the event (sandwiches, appetizer trays, brunch items, coffee), or even coupons to give to participants for discounted fare at local eateries after the event. You will also want to gather all donations collected on the day of the event and either mail or drop them off at your nearest American Cancer Society office (if these have not already been collected by the lead volunteer on the day of the event).

WHAT DOES A PEDAL TO END CANCER EVENT LOOK LIKE? (CONTINUED)


HOW SHOULD I DIVIDE UP THE WORK TO HELP PLAN A PEDAL TO END CANCER EVENT?

When you are planning your Pedal to End Cancer event, consider recruiting a team of like-minded, passionate individuals to help you. Working with a team can build a sense of camaraderie, help prevent any one person from becoming overwhelmed, and involve more people in raising funds and awareness for the American Cancer Society. There are many ways to divide up the tasks involved in planning a Pedal to End Cancer event, with the following volunteer committee positions as possible examples:

• Event coordinator: staff or volunteer who ensures that all areas of planning are being completed per the event timeline; typically recruits and works with gym coordinator and optional additional committee coordinators to assist in the planning process

• Gym coordinator: contact person at the gym or cycle facility where the event will be held; generally responsible for determining event format, promoting event within the gym, recruiting instructors to lead event, engaging participants from within the gym community, collecting and submitting any funds to ACS that are collected through the gym; coordinating or working with other committee members to plan entertainment, site selection, event set-up and tear-down

• Marketing coordinator: works with gym coordinator to promote event and ACS fundraising opportunity to gym members and the general community, leveraging social and traditional media opportunities; customizes available templates from ACS for event and distributes to targeted event participants

• Refreshment coordinator: secures healthy food and beverage donations to have available for participants during events and for optional post-event reception, following the ACS guidelines provided in this guidebook

• Recruitment coordinator: works with gym coordinator to recruit event participants, including members from the participating gym, ACS constituents, and the general community. The goal is to ensure that all bikes are filled for the duration of the event.

• Entertainment/on-site activities coordinator: works with gym coordinator to plan the event music, recruit outside DJs (if needed), and coordinate any optional activities during the event (games, prize drawings, etc.)

• Logistics coordinator: works with gym coordinator to finalize site and plan event set-up and tear-down

• Awards coordinator: works with event lead and gym coordinator to ensure that sufficient T-shirt quantities and awards are ordered and in place on event day; works with sponsorship coordinator to ensure that sponsorship is in place for all awards

• Sponsorship coordinator: works with area businesses to secure cash or in-kind sponsorships for budgeted event expense items

• Technology coordinator: serves as lead for technology platform utilized for event; works with ACS staff partner and/or directly with technology platform vendor to ensure that online event site is set up and functioning; provides links to event/gym/marketing coordinators for use in materials to promote the event to potential participants; provides regular updates to event and gym coordinators on the number of registered participants and funds raised


HOW DO I INCORPORATE THE AMERICAN CANCER SOCIETY’S MISSION INTO MY EVENT?

Guidelines for Physical ActivityBeing physically active is a crucial way to stay healthy, helping to reducing the risk of heart disease, diabetes, and many cancer types. The American Cancer Society recommends that adults get at least 150 minutes of moderate-intensity or 75 minutes of vigorous-intensity activity each week (or a combination of these), preferably spread throughout the week. Children and teens should get at least one hour of moderate- or vigorous-intensity activity each day, with vigorous activity at least three days each week.

However, many Americans are not getting as much activity as they should. Only 54% of adults meet minimum physical activity recommendations. Among youth, only 26% of high school students met recommended recommendations in 2017. It’s critical for all of us to live in communities that have safe, accessible places to exercise, both indoors and out, and for schools to provide students adequate physical education and physical activity throughout the day. The American Cancer Society Pedal to End Cancer initiative aims to support the lifesaving work of the American Cancer Society, and to provide participants with an opportunity to be physically active and improve their health.

Healthy Food and Beverage IdeasWhile an American Cancer Society Pedal to End Cancer event is a great way to get people moving, we encourage event organizers to support healthy lifestyles in every aspect of the event, including any food and beverages that are made available during or after the event. We know that providing healthy foods and drinks is the best way to encourage participants to make healthy choices.

Here are some ideas for healthier snack items at your events:

Healthier Drink ChoicesSugary drinks like sodas, fruit juices, energy drinks, and sports drinks have been shown to contribute significantly to obesity, as well as to other chronic diseases like type 2 diabetes and heart disease. We strongly encourage American Cancer Society Pedal to End Cancer event organizers to consider these beverage options at events:

• Whole fruit – clementines, apples, bananas, etc.• Apple slices – individually packaged• Baby carrots – individually packaged• Dried fruit – raisins, cranberries, apricots, apples, etc.• Low-fat or fat-free yogurt• String cheese• Hummus snack cups – with carrots or pretzels• Peanuts, almonds, cashews, sunflower seeds

• Popcorn with no butter or light butter• Trail mix• Fruit and nuts, low-fat granola, whole-grain cereal,

or fig bars• Whole-grain crackers, baked potato chips,

or pretzels• Reduced-fat cookies and crackers

• Water*, sparkling water (not sweetened with sugar)• Unsweetened iced tea

• 1% or fat-free milk• 100% fruit and vegetable juices

* Consider securing a water sponsor to provide refillable, commemorative water bottles and filtered water coolers to supply participants with water.


Sample BudgetUse this sample budget as a guideline in planning your Pedal to End Cancer event. Your event may be larger or smaller based upon your gym size, total participants, and fundraising levels achieved. Your goal should be to secure enough sponsorships to cover each expense line item in the budget. Your planning committee should also take into consideration the projected profit margin and always plan for an event with a positive return on investment.

*Notes –This budget is intended to serve as an example for a typical three-hour endurance Pedal to End Cancer event. If you are planning a benefit spin class, note that your anticipated fundraising levels will likely be lower and you may not require all of the budget areas in the sample. Certain items in the budget, like T-shirts, may be classified as in-kind, depending on the donation agreement with the sponsor and vendor. Your gym may have its own insurance, so be sure to check with them before purchasing a separate policy for the event. Items like T-shirts and other giveaway items are optional. Keep in mind that this is a sample budget and that your event’s income, expenses, and profit margins will vary based upon the local market where the event is being planned.

WHAT TYPES OF EXPENSES CAN I EXPECT WITH A PEDAL TO END CANCER EVENT?

INCOME

Participant registrations 50 x $25 each $1,250

Participant fundraising 50 x $100 per hour x 3-hour event $15,000

Sponsorship T-shirts (50 participant/10 volunteer) [optional] $300

Insurance [check with facility on requirements] $350

Banner $20

Awards (top fundraisers, etc.) [optional] $100

Donation Bottled water, fruit, bagels for participants In-kind

Poster/flyer printing In-kind

Flyer placement in local running club mailing In-kind

Gym space/cycles for event In-kind

Spin instructor time (3 instructors x 1 hour each) In-kind

DJ or other music sound system with equipment In-kind

TOTAL INCOME $17,020

EXPENSES

T-shirts 1 per registered participant/volunteer = 60 x $5 per shirt $300

Insurance 1 policy per event $350

Banner 1 per event $20

Awards For top fundraisers/teams = 4 awards x $25 each $100

Postage 1 FedEx box with pre-paid insured shipping $25

TOTAL EXPENSES $795

TOTAL NET INCOME $16,225

PROFIT MARGIN 95%


READY TO GO? CREATE YOUR TIMELINE!

Thank you for your interest in bringing Pedal to End Cancer to your community! Below is a suggested timeline for staff with the tasks that should be completed to execute a successful event. For your convenience, we have categorized and color coded the tasks into three groups: BLUE tasks are absolute musts to make a Pedal event happen, RED tasks will help ensure that your Pedal event is high quality, and GREEN tasks are not necessary but great additions if you have the time and manpower to complete them!

Please note that a National Pedal to End Cancer Day will be held on the first Sunday in March to align with the event’s inaugual date in the Northeast, but you can plan your event to happen any time. Below is an ideal timeline, but it is possible to plan an event in more or less time than this, depending on your level of volunteer support.

Determine vision and format of your event.

Recruit participating host facility/gym.

Once host facility is confirmed, set up your event through our online platform.

Plan/visit area fitness expos and conferences to generate interest and potential participants.

Continue rider recruitment.

Review our 100 Ways to Fundraise document and share tips with riders.

Promote your Pedal event at local ACS or community-based events.

Send Pedal packets to all committed gyms (three to four weeks in advance).

Secure any materials needed for your event day experience (i.e., banners, water, fruit, speakers, etc.).

Holding an event in an unconventional place?

• Hire a moving company to transport bikes to event location.

• Secure insurance documentation.

• Create a plan to secure other items as needed for the offsite location.

Hold logistical planning meeting with gym coordinator/other volunteers.

Check in with host facility to make sure all details are secured. Refer to the “What does a Pedal to End

Cancer event look like?” section of this guidebook for in-depth details on event experience.

Ensure all riders are registered via our online platform.

Encourage fundraising and share fundraising tips with registered riders.

Event day!

Week after event – meet with gym coordinator to say thank you and plan for post-event follow-up.

Send thank-you letters or emails to riders, sponsors, etc. (staff or gym coordinator).

Questions? Please reach out to your local ACS staff partner or email us at [email protected]. Good luck with your event!

3 MONTHS OUT

2 MONTHS OUT

MONTH PRIOR TO EVENT

MONTH OF EVENT


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