Relay For Life Event Lead Guidebook

Relay For Life is more than a walk – it’s a chance to come together in your local community or on campus to celebrate cancer survivors and caregivers, remember loved ones lost, and fight back against every cancer.  Relay For Life brings together passionate supporters who embody the American Cancer Society’s vision to end cancer as we know it, for everyone.


Relay For Life events are community / campus based and volunteer driven.  We thank you for playing an integral role in hosting Relay in your community / on campus by volunteering as the event lead. No matter what your “community” looks like – your town or county, your campus or school building – your ACS staff partners are to support and coach you through the season.

 

This guide is intended to assist you, as Event Lead, in building your Event Leadership Team (ELT) and planning your event for this season.  Within this guide, you’ll find helpful tools and resources you can use to make your Relay season a success.  If you have questions or need further assistance, your ACS staff partner will be able to help.  Be sure to stay in communication with them throughout the season.

When we rally together in the fight against cancer through this fun and inspirational event, we can accomplish anything!  Let’s jump in…

Table of Contents

Recognizing Your Commitment
  • Event Lead Role Description
    • Responsibilities & Qualifications
    • Support, Partners, & Friends
  • Getting Started Resources
    • Your ELT Structure
    • Partnership Agreements
    • Planning Timeline
    • Goal Setting & Budgets
  • Being Event Lead
    • Volunteer Driven, Staff Supported
    • Splitting Up the Event Lead Role
    • Importance of Recruiting an ELT
Recruit Your Partners
  • Recruiting Your ELT
  • Characteristics of Successful Volunteer Leaders
  • Sub-Committee Steps to Success
  • ELT Job Descriptions
    • Growth Sub-Committee Roles
    • Production Sub-Committee Roles
Leading Your ELT
  • Empowering Your ELT
  • Creating a Positive Team Dynamic
  • Training & Preparing Your ELT
  • Delegating Tasks to your ELT
    • Prepare to Effectively Delegate
    • Episodic Volunteers
  • Motivating & Supporting Your ELT
  • Meetings
    • Running ELT Meetings
    • Meeting Agendas
    • Communication Outside Meetings
  • Recognizing Your ELT
    • 10 Recognition Tips to Remember
Event Management
  • Venue Guidance
    • Choosing Your Location
      • Site Inspections
    • Reserving Your Venue
    • Mini Events, Revenue Enhancers, Other Venues
    • Other Rentals
    • Onsite Vendors
    • Invoices & Payments
  • Day of Event Management
    • Important Paperwork
    • Site Maps
    • Day of Relay Resources
Wrapping Up The Year
  • The Importance of Thank You Notes
  • Recognition Certificates
  • Host an ELT Wrap Up Meeting
  • Post Relay Check List
  • Succession Planning
    • Leaving a Legacy For The Future
    • Finding the Right Person – or People
    • Transitioning to the Next Person
Event Related Policies

Event Related Policies

    • Alcohol at Events, Activities, & Meetings
    • Marijuana Businesses
    • Tobacco & E-Cigarette Businesses
    • Government Officials & Candidates at Events
    • Raffles, Auctions, & Gambling
    • License to Show a Movie
    • Contracts
    • Event Insurance

 

 

  • Risk Management
    • Pre-Event
    • Paperwork & Forms
      • Accidents & Waivers
    • Other Potential Issues
      • Fundraising for other Organizations
      • Tobacco Use
      • Inclement Weather
      • Pets & Animals
      • Inappropriate Behavior
      • Electioneering

Next Section: Recognizing Your Commitment

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