Team Captain Tool Kit & Fundraising Guide

Bermuda Cancer and Health Centre, Charity #070

May 17th – 18th, 2019

LEAD YOUR TEAM’S FIGHT AGAINST CANCER

THREE CHEERS FOR YOU Every one of us has been touched by cancer in some way. Friends, relatives, caregivers, and

survivors. As a Team Captain, you’re an integral part of your team’s fundraising efforts to help fight cancer in our

community. Thanks again for dedicating your time, effort, and heart to Relay For Life. Let’s show everyone that cancer is

one competitor we can defeat together.

YOUR DOLLARS MAKE A DIFFERENCE: 97% of every single dollar raised makes an impact people right here in Bermuda,

from providing community outreach programmes on ways to reduce your cancer risk to funding access to life saving

services such as early cancer detection an radiation therapy treatment. The other 3% supports fund ground-breaking

cancer research, critical patient care services, and education and prevention initiatives around the world through the

American Cancer Society.

About Relay For Life

May 17th – 18th, 2019

Thanks for stepping up big time, Team Captain. As a leader, it’s up to you to recruit

members, set fundraising goals, and organize fundraising activities. Most of all, you’ll root,

root, root for your team!

Here’s an overview of what’s coming up:

TEAM PLANNING

Recruit a team. Personalise your team’s materials to get to the heart of the matter. Make sure every team member is up

to speed. It’s time to get organized! Get prepared with a game plan and follow it – and you’ll definitely lead your team to

a big win.

FUNDRAISING

It’s good to have goals. It’s great to have fun ideas to help you reach them. From giving each member a role to

encouraging them to sell Luminaria bags, there’s no limit to the ways you can fundraise. When your team is working

together to meet your goals, you’ll be unstoppable.

EVENT PREPARATION

Don’t let any of the little details slide by in all the excitement. As the event day gets closer, make a checklist so all the

errands get run, your campsite has all the essentials, and the fun never stops. The more you take care of now, the more

time you’ll have to enjoy the company of friends and family. Let’s make the most of your Relay For Life experience. All

you have to do is follow the steps on the back of this guide.

Team Captain Toolkit

May 17th – 18th, 2019

TEAM PLANNING. SET A PLAN, FOLLOW IT AND LEAD YOUR TEAM TO SUCCESS!

Registered your team ... follow the step by step guide at http://bermudarelay.com/register/

Donate to your own fundraising page to give it a jumpstart.

Check your resources at http://bermudarelay.com/team-management/

Mark meetings on your calendar.

Recruit team members and have them sign up.

Set a fundraising goal and plan fundraisers at a team meeting ASAP.

Attend captain info meetings and share updates with your team.

Remind team members to raise $100 before the April 30 deadline to get the annual t-shirt!

FUNDRAISING - IT’S GOOD TO HAVE GOALS. IT’S GREAT TO HAVE FUN IDEAS TO HELP YOU REACH THEM.

Use the team fundraising worksheets in this guide to set a goal and plan how to reach it.

Check out tips and ideas at http://bermudarelay.com/about-relay-for-life/

Sign in to your RunSignUp Page and set your team goal.

Encourage team members to sell Luminaria bags to count toward your team’s fundraising goal.

Three Quick Ways to Raise $100 before April 30 deadline to get the annual t-shirt!

o Donate $20 yourself and ask four friends for $10 each

o Ask 20 Friends to donate $5 each

o Sell 10 luminaria bags for $10 each

Plan how your team will fundraise before and at the event. Be aware of deadlines and important dates for your

event.

EVENT PREP - DON’T LET ANY OF THE LITTLE DETAILS SLIDE BY IN ALL THE EXCITEMENT.

Use the team fundraising worksheets to set a goal and plan how to reach it.

Raise money early by hosting pre-relay fundraisers.

Encourage team members to sell Luminaria bags to count toward your team’s fundraising goal.

Plan how your team will fundraise at the event.

Be aware of deadlines and important dates for your event.

Plan out your event-day site.

o Decorations

o Onsite Fundraising

o Games and Activities

o Team refreshments but don’t forget to support other team by purchasing their items.

Selling food? Be familiar with the guidelines and permits required http://bermudarelay.com/about-relay-for-

life/captain-information/

Invite family and friends, especially cancer survivors, to come share the love!

Make sure your team knows who’s setting up, cleaning up, prepping food, and running games.

Attend team captain meetings to turn in the cash you’ve raised and get your annual Relay shirts.

General admission is $10 at the gate

Prep for Success

May 17th – 18th, 2019

PRO TIPS

Keep up the contact! Meet with your team at least once a month and send motivating messages every week.

Attend Team Captain Meetings for up to date event information’s and to connect with other team captains to share

ideas and get inspiration.

Fundraisers are an extension of your team’s personality, so get creative. Have a car wash. Host a block party. Auction off

some of the skills your team possesses. Combine these activities with direct “asks” to friends and family, and you’ll reach

your goal in no time.

Make a checklist of everything you’ll need on event day. Think about tents and weights, extra clothes, a money box,

tools, and costumes. The more prepared you are, the more you can enjoy!

Thanks to the generous support of AXA XL, meeting will be held at their Bermudiana location starting at 5:30pm.

February 4 Relay For Life Kick Off Event at City Hal 12-2pm

February 19 Team Captain Meeting

March 19 Team Captain Meeting and Bank Night

April 16 Team Captain Meeting and Bank Night

April 30 Deadline for:

Onsite Requirement Forms

To have raised your $100 per person so that you’re t-shirts will be ready for collection with your team packs.

Survivors to have registered through www.bermudarelay.com/register

May 14 Volunteer Meeting, Team Pack collection (shirt & wrist bands) and Late Registration, Bank Night

May 17/18 6th Annual Relay For Life of Bermuda – North Field, National Sports Centre

Items to accomplish by Relay Day:

Review your team fundraising goal and complete preparations to achieve your goal

Finalise campsite and onsite fundraising plans

Review event logistics/guidelines

May 31 Donation Deadlines

For your funds to be counted toward Top Fundraising prizes, they must be received no later than May 31. Donations will continue to be accepted throughout the year.

June 12 Team Prize Giving

Held at AXA XL, we invite teams to come and celebrate each other and their amazing accomplishments.

Tips and Dates

May 17th – 18th, 2019 By utilizing the team delegation wheel your team will be able to delegate tasks, engage all participants and encourage leadership among the entire team. Thus prevent captain burnout and ensure fundraising success year around.

A team is essentially a mini-committee:

o 10-15 suggested number of members o Conduct monthly meetings o Delegate duties among team participants based upon the team wheel listed below o Have a team succession plan- who will take over which role in the coming year?

Team Delegation Wheel

Captain

Co-Captain

Registration And

Banking

Luminaria

Team Fundraising

On Site Fundraising

Costumes, Décor and Theme

Walkers Schedule

Pre-Event Fundraising

Post-Event Fundraising

Survivor Engagement

Team Mission Activity

Campsite Logistics

Online Fundraising

May 17th – 18th, 2019

Type of Fundraising Planning Goal Total

Individual

Name Individual Goal (not Online)

$

1 $

2 $

3 $

4 $

5 $

6 $

7 $

8 $

9 $

10 $

11 $

12 $

13 $

14 $

15 $

Online

Name Individual Online Goal

$

1 $

2 $

3 $

4 $

5 $

6 $

7 $

8 $

9 $

10 $

11 $

12 $

13 $

14 $

15 $

Team

Fundraising Activity Goal

$

$

$

$

$

Onsite

Activity Goal

$ $

$

$

TOTAL FUNDRAISING GOAL

Team Goal Setting

$

May 17th – 18th, 2019

Fundraiser Title:

Date: Time: Location:

Fundraiser Goal: Expected Attendance:

Task Each item may need its own detailed list

Person Responsible

Task Completion

Deadline Actual

Logistics

►Select a date and time. Review school/community calendars

►Reserve space (and rain location if necessary)

►Review rules/limitations of space

►Create a list of needed equipment and supplies

Publicity

►Design ad/flyer/poster/memo

►Make copies (determine # needed)

►Set date and assign volunteers to distribute

Event Management

►Generate list of needed volunteers

►Recruit volunteers

►Create detailed volunteer schedule - task, person responsible, time, location ** Include setup and cleanup duties**

Integration of Bermuda Cancer and Health Centre’s mission and/or cancer education

►Establish focus & implementation strategy

►Make list of supplies & obtain necessary materials from the Bermuda Cancer and Health Centre

Team Fundraiser – Event Task Sheet

May 17th – 18th, 2019

Instructions for the team captain: Please use this form for your team fundraisers to allocate donations to credit properly. Proper donation allocation affects t-shirt distribution to your team members.

Relay For Life Event Name:__________________________________________________________ Team Name:_____________________________________________________________________ Team Captain Name: ______________________________________________________________ Amount Raised: $ ________________________________________ Donations being submitted to Bermuda Cancer and Health Centre by:

cash/cheque online transfer HSBC – SA#006-048482-011 OR 006048482511 (US) online transfer BNTB – SA#20006060372314-200 OR 20006-840-011607-100 (US)

Type of Fundraiser: _________________________________________ Date of Fundraiser: _________________________________________ Credit Fundraiser by (please check one to apply):

Split equally to each team member Participants listed below ONLY Team Money Record ONLY

First Name Last Name $ Amount to Credit Comments

Please send this form along with payment to: Bermuda Cancer and Health Centre Attn: Relay for Life 46 Point Finger Road, Paget DV 04 or email accounts@relayforlife-bermuda.org For more information (official event logos, sample text) please visit www.Bermudarelay.com and check out our Team Captain Toolkit

Event Donation Tracking Sheet

FOR ACCOUNTING USE ONLY

Date received:_______________

Amount $ entered in QuickBooks:_______________

Entered by (initials):_______________

May 17th – 18th, 2019

This form will help you schedule how your team members will continuously walk the track for the duration of the 24hr Relay For Life event. (Half-hour or one-hour slots are recommended.)

Time (Insert: 00 or: 30 time slots to match event schedule.)

Team Member Name

Notes: Mark off times for ceremonies,

scheduled activities, meals, etc. *Remember at least one member of your

team must be on the track at all times!

Team Track Schedule

May 17th – 18th, 2019

Team Notes

May 17th – 18th, 2019

BermudaRelay.com Bermuda Cancer and Health Centre, Charity #070