Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 1.800.ACS.2345 Hope.Progress.Answers. Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Table Of Contents Mid-South Division Standard…………………………...3 Ceremonies Chair Quick Facts………………………….4 Relay For Life Committee Structure................................5 Ceremonies Chair Committee Structure...........................6 Ceremonies Timeline .......................................................8 The Opening Ceremony Creating Memories That Last..............................10 Behind The Scenes..............................................11 The Survivors’ Celebration.................................11 The Team Parade.................................................12 The Luminaria Ceremony What Is A Luminaria Ceremony?........................13 Luminaria Ceremony Contingency Plan.............14 The Closing Ceremony.....................................................15 The Stage..........................................................................16 ACS Sponsored Events and Risk Management Doc……17 Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Federal and state privacy laws have increased th Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Quick Facts The Lifeline of being a Ceremonies Chair In this Guidebook you have been provided timelines, best practices, suggestive Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Event Development PRODUCTION Leadership Development DEVELOPMENT ACCOUNTING & REGISTRATION ACTIVITIES & ENTERTAINMENT ADVOCACY LUMINARIA DELIVERY CHAIR Fundraising Development LOGISTICS SURVIVORSHIP DEVELOPMENT Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 “Lights, Camera, Action” EVENT CO-CHAIR PRODUCTION ADVOCACY LOGISTICS ACTIVITIES & ENTERTAINMENT Speakers/Emcee Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Position: Relay For Life Ceremonies Chair Location: Community Time Commitment: Year round—varies depending on time of year Time Frame: One year Position Summary: Responsible for the production of all Relay For Life cer emonies to ensure that a clear and concise message is being communicated to all participants in an impactful yet moving manner. Recruit next year’s ceremonies chair. Recruit at least one new Relay team. Recruit, orient and train subcommittee. Work with event chair to plan opening and closing ceremony. Work with luminaria chair to plan luminaria ceremony. Work closely with advocacy and mission delivery ch air to include advocacy priorities and health initiatives in scripts. Work with the survivorship developmen t chair to plan survivor celebration. Coordinate music and entertainment during op ening, closing and luminaria ceremonies. Creativity Strong organizational skills Selflessness Enthusiasm Time management skills Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 6-8 Months Prior Recruit, orient and train subcommittee memb ers to assist in Relay ceremony planning. nes, sound system (DJ may have items), chairs for Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Ensure that all will be present in an adequate amount of time. Follow up with emcee and give ceremony script for review. Provide cell phone number. Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Creating Memories That Last The opening ceremony creates the entrance Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Often it’s the “Behind the Scenes” work that makes most programs a ppear seamless and adds to the effectiveness of the message being communicated. Recruit subcommittee members to be on cu e at different points of the stage. In the DJ booth to cue the music. Near presenters/speakers and performers to cue them when to walk on stage. Near the stage to cue performers where to exit. Near the emcee to coach when needed. e how much time a speaker has left. In the back of the audience to me asure if the sound system is clear. Provide walkie-talkies (make sure not to interfere w/ sound system) so everyone can communicate with of the stage and exit on another. Have a community leader announce each survivor’s na me, years survived, and can Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 The Team Parade The team parade follows the caregivers’ lap. Teams are encouraged to create a banner with their team name and team theme on it. To promote imagination and creativity, you can make a contest out of the banner The entire team participates in this lap and as memb ers pass in front of the stage, the emcee announces the team’s name. Another option is to have a member of each team run to the microphone and announce the team’s name. To create a high energy kick-off into the event, the music should be upbeat. This should flow seamlessly from the survivors’ and caregivers’ laps into the te am parade. The emcee should make the appropriate announcements. Subcommittee members should direct participants to the track. Teams should be encouraged to really show their team spirit during this time. Work with the team development chai r to work out the logistics of calling the team names. There may be a .g., sponsor teams first, de termined by registration, Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 What Is A Luminaria Ceremony? One of the most poignant moments of the American directed towards any particular religious belief. Explore alternate ways to recognize loved ones, such as: A silent memory lap where participants are invited to find their loved ones’ luminaria. Show pictures of loved ones submitted by friends and families on large projector screen. Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 In the event that weather is hindering the lumina ria ceremony, a contingency plan should be enacted. If rainy weather is forecasted, do not place the lumi naria bags until the weather permits or until the ceremony is moved indoors or rescheduled. Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 The “Living Room” of the Event The stage is the focal point of the event. It is the Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 These guidelines should be used when evaluating the risk and associated hazards posed by an ACS Life Safety – refers to protecting persons in a burni ng building from injury or death. The evaluator should check that basic hazards are adequately controlled. Physical Hazards – refers to the physical conditions present at the s ite of a special event which can increase injury or property dama ge to participants, volunteers and observers. Slips, trips and falls are one of the more common injuries for third parties at special events. – is parking adequate for a maximum crowd; are walkways and parking spaces clearly marked? – considerations should include character of neighborhood and the security precautions already in place at the facility. A procedure should be prepared for handling any monies, securities or valuables. – the actions of employees , volunteers, and vendors can result in an incident resulting in injuries or property damage. A plan for the communication of site specific emergency plans and responsibilitie s of all parties to eliminate or reduce hazards should be in Alcoholic Beverages – liquor liability exists when manufactur ing, distributing, selling, serving or Providing a Certificate of Insurance to Various companies, municipalities or individuals i nvolved in a special even Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 : Occasionally, items may be borrowed from an individual (i.e. sound equipment, golf carts, tents, etc). A Certificate of In surance DOES NOT cover borrowed items It is important to communicate to that individual that they will be res ponsible for any damage that is done to the items Operations/Human Resources/Risk Management vendors or caterers selling and distributing alcoholic beverages at any ACS event or function. The insurance company must issue any certificate requiri ng coverage for liquor liability. Please contact Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 be made to our insurance company. Include the following information in your request: date and time of event (e.g. from 6 p.m. to 10 p.m.) Events may require special waivers to be signed by pa rticipants. This is of particular importance if tivity such as walking, running, golf or Volunteer/participant injury or accident . Click Operations, Human Resources, Risk Management. Should an accident or injury occur at an ACS ev ent, report it as soon as possible to the Human Resources Department. If the injured party requests reim bursement for their expenses, request them to submit the expenses to the ACS Staff Representative. They will send them to Human Resources, and the ACS’s There are many contracts that are appropriate for sta ff to review and sign. In addition, there are some contracts that must be reviewed a nd signed by a division staff member. Relay For Life Ceremonies Chair Gu idebook Rev. 6/1/05 version 3 Signed by Division – Contracts ar e for a statewide or division wi de event, such as hotels for Relay University - must be reviewed by Executive Assistant to the CEO Signed by field staff – Contracts involving any asp ect of a special event - should be forwarded to the Benefits Manager in Human Re sources for review and approval. Miscellaneous The following list is not comprehensive, but are some items that are common to an event. It is important to note the risk associated with each one and to follow the guidelines appropriately. Bungee cords - bungee cords are not to be used by staff or volunteers at ACS-related events or activities. Use other means of s ecuring boxes and other items instead.