remarkable together · don’t delay ask for your first donation today. asking people for donations...

remarkable together !

Participant Info Pack

Tauranga Domain · Saturday 7 March · 4pm - 10pm

Copyright © 2019 Cancer Society. All rights reserved.

Thank you for being part of Relay For Life! You will be taking part in a rewarding event to CELEBRATE those

living with and who have survived cancer, REMEMBER and pay tribute to those we have lost to cancer and join together as a

community to FIGHT BACK against cancer.

Relay For Life is a fun, challenging, rewarding and empowering event for all who participate and the Cancer Society really needs your support!

Small steps, remarkable changes


Build a team or be part of a teamThe average Relay For Life team has 10 members, although there’s no minimum or maximum team size. Think about approaching work colleagues, friends and family to join your team. Ask people with different connections or networks to widen the circle of donations and supporters.

Develop a vision, plan & goalsSet challenging but realistic fundraising goals, like raising a minimum of $200 per person. Consider organising coordinated fundraisers, as well as using your personal supporter pages to fundraise individually. Think of ways to demonstate your team spirit and raise cancer awareness.

Motivate your teamTo achieve your goals, share information about Relay For Life and the Cancer Society. Explain how the team’s support will help Kiwis and their families in the community who are undergoing a cancer journey.

Communicate regularlyKeep track of your progress and celebrate your successes. Share Cancer Society information. Spread the word with friends and family - social media is a great place to start. Schedule team catch ups and motivate each other to achieve your goals.

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Where do I start?

Resource and pace yourself Attend the Relay For Life pre-event meeting – keep an eye out for the date and time as these will be advised via social media and email. Delegate jobs to various team members.


Useful Info

ThemeYour team

Pace yourself and pass the baton!

supervisedGet

Share the load with your team mates. Don’t forget that at least one person from your team should be on the track for the duration of the relay. Most people will walk, with each team member

choosing how often, how long and at what pace. It is common to walk in 30 to 60 minute shifts. Many find it more enjoyable to walk in pairs, it is totally flexible - do what suits your team.

Make it an event to remember. Be bold,

bright and fun.

For high schools, please feel free to contact us with regards

to consent information and supervision expectations.

it is not a race

to help you !

Don’t rush...

We’re here

Relay For Life is not a race, nor do you collect pledges based on the number of laps you walk. Most fundraising is done before the

event.

The Relay For Life support team is here to assist you and your team so please feel free to contact us if you have any questions!


Event & venue info

Candle bagsCandle bags for the remembrance ceremony are included in the cost of registration and will be distributed to team captains closer to the event. We encourage you to decorate your candle bag before the day.

ChildrenRelay For Life is a fun day out for all the family. Children under nine are free and can walk the track with a registererd parent or guardian. Children over nine will need to register online and pay the $20 registration fee. All children must be supervised by an adult.

EntertainmentRelay For Life delivers 6 hours of fun, non-stop entertainment. We’ll confirm entertainment closer to the day.

Food and beveragePack a picnic or bring your BBQ (and a fire extinguisher). There will also be a selection of food vendors on site and a fresh water station where you can refill drink bottles.

MerchandiseMerchandise purchased through the registration website will be distributed to team captains closer to the event. Merchandise will also be available to purchase on the day.

SpectatorsSpectators are welcome to come and show their support and enjoy the festival atmosphere. Entry to the venue is by a $5 donation to the Cancer Society at the gate (eftpos available). Children under nine are free. All children must be supervised by an adult.

Supporter zonesTeam sites will be allocated on a first come, first served basis - but don’t worry, there are plenty of prime trackside sites for you to set up camp and enjoy the day!

Relay For Life 2020 is a 6-hour event held at Tauranga Domain on Saturday 7 March from 4 - 10pm.

Relay For Life is an alcohol free and smokefree event


Fundraising TipsAfter you have set up your supporter page on Everydayhero, you are ready to start fundraising! Make sure you personalise your page by updating your profile picture and story. Fundraisers who personalise their page receive on average 20% more donations!

By planning your fundraising efforts, you will achieve your fundraising goal with ease. We encourage each team member to raise $200 per person – this is then added to the team total. So let’s get started with your personal plan.

20% Fundraisers who personalise

their page receive on average

more donations !


Fundraising TipsDonate yourselfGet the ball rolling and show your commitment by donating to yourself! Set the bar to encourage your donors to match your contribution. On average, fundraisers who make their own donation raise more than those who don’t and receive larger donations from their friends and family. Make as generous a donation as you can to demonstrate your commitment to the cause. If you are not in a position to donate to yourself, think of someone who you can ask to get you started.

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Don’t delayAsk for your first donation today. Asking people for donations may seem difficult or uncomfortable, but just remember that you are giving them an opportunity to make a positive difference in the community.

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Make a listList all the people in your life who are potential donors and organise them by the amount that you think they might be able to give. Don’t leave anybody out as unfortunately, cancer affects everybody in some way. You may be surprised by who donates and how much they give – remember, it never hurts to ask!

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Choose your approachDecide what will be the best way to contact each potential donor. The table attached gives suggestions about the best ways to communicate with different donor groups, but always go with what you think would be most successful. When in doubt always lean towards the most personal method.

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Make timeMake a plan for when you are going to contact each donor/group of donors and keep track of who has responded. Remember that people are busy. Just because they might not donate straight away does not mean they do not want or plan to. Set a date for when you are going to follow up with those who have not responded.

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Keep trackMonitor your fundraising progress and let people know how much more you need to raise to reach your goal. Tracking and communicating is made easy via your fundraising page at bayofplenty.relayforlife.org.nz. Once you have reached your fundraising goal, increase it. People are much more likely to keep donating if there is still a goal to be reached.

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Fundraising Events

Goal Setting

As well as getting online donations/sponsorship, you may want to hold your own fundraising event. Think about the skills & resources of people in your team.

Each team member is asked to contribute towards fundraising. Set a fundraising goal (remember to take into account expenses). Break your goal down to determine how many attendees you need to raise this amount:i.e. Goal: $300, Expenses: $50, Ticket: $10. Total attendees needed: 35.

Ask friends, family & your local community to donate the items required to run your fundraising activity to reduce expenses. $100 Challenge Break your fundraising goal into smaller asks, e.g. place a donation jar on your work desk; ask 10 friends to donate $10 each.Make a final push If you have team members who still need to reach their goal, help them draft an email to friends/family asking them to top up their fundraising.

Individual Provide a service, e.g. if a team member is an excellent cook, cater a workplace lunch in exchange for a donation.Team Host an event as a team.On-Site Sell goods or services at Relay, such as hand made jewellery.

A-Z Ideas for FundraisingAuction | Bake sale | Coffee morning | Disco | Egg and spoon races | Fancy dress day | Games

night | Head shave | International day | Jazz evening | Karaoke night | Ladies night | Marathon event (movies, music etc.) | Name the...competition | Office fundraising | Pamper day | Quiz night Raffle | Sponsored silence | Tug-of-war | Uniform free day | Vintage sale | Wear it day (silly hats,

Hawaiian shirts etc.) | X-Factor | Yoga | Zumba.

Keep us in the loop Contact us for a letter of authority so people know you’re fundraising in support of the Cancer Society. We can also supply donation sheets so you can record and receipt offline donations - email [email protected]. Remember to let us know about how much you raise through offline donations and fundraising activities so we can add them to your team page - there are awards for our biggest fundraisers!


Fundraising Guidelines

Before you start planning your fundraising activity consider:• Is it in line with the Cancer Society’s guidelines for a healthy lifestyle

and environment? https://waikato-bop.cancernz.org.nz/reducing-cancer-risk/what-you-can-do

• Are there any health and safety risks?

• Do you have any unanswered questions? If yes, contact your Cancer Society Relay Co-ordinator.

• Are there any costs associated with the activity, and how will these be covered?

1. Any expenses related to team fundraising are the sole responsibility of the person/team who arranged the activity.

2. No team/sponsor or individual who runs a fundraising activity may take any fees, commission or salary.

3. All donations must go through your EverdayHero page or be deposited directly into the Relay For Life bank account. Do not deposit funds into a personal account, or open a bank account under the Cancer Society or Relay For Life name.

4. Participants are liable for any unintentional damage, loss or injury resulting from a fundraising activity they initiate.

5. Any games of chance (i.e raffles) must comply with the Gambling Act 2003. Requirements of the Act for raffles are simple and complying is straightforward. Ask us if you have any questions.

6. Use the Team Donation Sheet to help you keep track of any cash donations you receive.

7. Your local Cancer Society will advise teams about receipting.

8. Suitable wording for any promotion is as follows:

‘Proceeds from fundraising will support the work of the Cancer Society’.

9. Please contact us if you want to use our name and/or logo on any promotional materials.


PlanningSponsorship

Tips

• Business owners

• Companies who have a donation matching scheme

• Businesses who are able to offset donations through their taxes

• Friends/ family who can possibly make a larger donation

• Small business owners Doctor/ dentist/ professionals who you have a relationship with

• Manager/ owner of restaurant, cafe or other establishment that you are a regular customer of

• Friends • Family • Coworkers and former coworkers • Your parents/ friends parents • Hair stylist, bartender, mechanic, etc. • Friends of friends/ friends of family • Absolutely EVERYONE!

Who should I ask ?

500+

100

100

to

or

500

less

How?$1. Meet in person 2. Phone call

1. Meet in person 2. Phone call 3. Email 4. Social Media

1. Meet in person 2. Phone call 3. Email 4. Social Media

Who will I ask ?

Total number of donors Total $ raised

Best way To ask Date to ask by

Response yes or no

Follow up date

Amount received

500+

100

100

to

or

500

less

$

remarkable together · don’t delay ask for your first donation today. asking people for donations...

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