Relay For Life Logistics Chair Guidebook American Cancer Society Eastern Division RelayForLife.org LOGISTICS CHAIR guidebook Table of Contents WELCOME TO THE RELAY FOR LIFE COMMITTEE!...........................................................................................................5 WHERE DO THE DOLLARS GO?.............................................................................................................................................6 RELAY FOR LIFE OVERVIEW...................................................................................................................................................9 WHAT IS RELAY FOR LIFE?........................................................................................................................................................9 PHILOSOPHY – WHY WE RELAY ...............................................................................................................................................9 WHY RELAY?............................................................................................................................................................................9 NATIONAL RELAY FOR LIFE EVENT STANDARDS.......................................................................................................................10 Overnight Event.................................................................................................................................................................10 Opening and Closing Ceremony........................................................................................................................................10 Luminaria Ceremony .........................................................................................................................................................10 Survivorship Activities .......................................................................................................................................................10 Mission Delivery................................................................................................................................................................10 Team Registration/Commitment Fee .................................................................................................................................10 Tobacco-Free Environment ...............................................................................................................................................10 No Alcohol Allowed ...........................................................................................................................................................10 Follow National Text/Graphic Standards..........................................................................................................................11 NATIONAL RELAY FOR LIFE EVENT RECOMMENDATIONS .........................................................................................................11 Always Focus on Teams.....................................................................................................................................................11 Mentor Teams Through Time.............................................................................................................................................11 Communicate, Communicate, Communicate .....................................................................................................................11 Location, Location, Location.............................................................................................................................................11 Length of Event..................................................................................................................................................................11 RELAY FOR LIFE ACROSS THE COUNTRY ..................................................................................................................................12 INTERNATIONAL RELAY FOR LIFE .............................................................................................................................................13 STEP 1 – RECOGNIZE YOUR COMMITMENT.....................................................................................................................14 JOB DESCRIPTION:LOGISTICS CHAIR........................................................................................................................................14 Responsibilities ..................................................................................................................................................................14 Qualifications ....................................................................................................................................................................14 Support Provided...............................................................................................................................................................14 Staff & Volunteer Partnership ...........................................................................................................................................15 Your Role on the Planning Committee...............................................................................................................................15 Your Role Leading the Logistics Sub-Committee...............................................................................................................16 SUGGESTED TIMELINE..............................................................................................................................................................21 Your Relay For Life!..........................................................................................................................................................23 STEP 2 – RECRUIT YOUR PARTNERS...................................................................................................................................24 FIND HELP…BUILD YOUR SUB-COMMITTEE............................................................................................................................24 WHERE TO LOOK FOR HELP.....................................................................................................................................................24 DEFINING EXPECTATIONS WITH YOUR SUB-COMMITTEE PARTNERS .........................................................................................24 LEAD YOUR SUB-COMMITTEE WELL........................................................................................................................................25 STEP 3 – ESTABLISH A PLAN ................................................................................................................................................26 MAKING A MASTER LOGISTICS PLAN.......................................................................................................................................26 2 American Cancer Society Eastern Division 1.800.227.2345 www.cancer.org LOGISTICS CHAIR guidebook OTHER LOGISTICS TO CONSIDER ..............................................................................................................................................26 IDEAS FOR GOING GREEN ........................................................................................................................................................27 YOUR ACTION PLAN ...............................................................................................................................................................28 STEP 4 – FACILITIES, SUPPLIES & RISK MANAGEMENT ..................................................................................................29 SECURE YOUR SITE &MAKE FACILITY ARRANGEMENTS ..........................................................................................................29 Secure Your Site.................................................................................................................................................................29 Research Restrictions ........................................................................................................................................................29 Solidify the Site Agreement ................................................................................................................................................29 Determine an Inclement Weather Plan..............................................................................................................................29 SECURE LOGISTICAL ITEMS.......................................................................................................................................................30 Make a List of all Necessary Items ....................................................................................................................................30 Infrastructure Items ...........................................................................................................................................................30 Electrical and Motorized Items..........................................................................................................................................31 Decorations, Signage, and Other Fun Stuff.......................................................................................................................32 DETERMINE SECURITY