Event Survival Guide. Relay For Life of Calvert County

Transcription

1 Relay For Life of Calvert County Event Survival Guide June 17, 2017 Calvert County Fairgrounds Text RFL CALV to to get activity reminders during our event! 1

2 Text RFL CALV to to get activity reminders during our event! Event Time Line Set up begins 9:00 am Registration Tent opens 11:00 am Survivor Check-in begins 11:30 am Survivor Luncheon from 12:00 pm-1:45 pm Access to drive vehicle to your campsite to unload ends 12:30 pm Campsite Set up by 1:30 pm Warm up Exercise Yoga 1:45 pm Survivors Escorted to Survivor Tent 1:50 pm Opening Ceremony begins 2:00 pm Survivor lap beings at approx. 2:15 pm Balloon Release at approx. 2:30 pm Parade of Teams begins at approx. 2:35 pm Treasure Trove Opens 2:45 pm Beer and Wine Sales can begin 2:30 pm Moon Bounce Open 3-7 pm Car Show Line up staged outside gate 3:30-3:55 pm Car Show Lap Road to Recovery 4:00 pm Cars to park Car Show 4:00 7 pm Voting for Fan Favorite begins 4:00 pm Purple Lap 4:30 pm Tailgating Team Spirit Lap 5:30 pm Live Band 5:30-6:15 pm Conga Line 6:30 pm 2

3 Voting for Fan Favorite Car ends 6:30 pm Car Show Winner Announced and Trophy presented 6:45 pm Car Show Ends cars exit 7:00 pm LIP SYNC BATTLE BEGINS 7:00 pm Beer and Wine Sales end 7:30 pm Lip Sync Battle voting 8:30 pm Lip Sync Battle Winners announced 9:00 pm Luminaria Sales end 9:00 pm Luminaria Ceremony & Slide Show 9:30 Treasure Trove Closes 9:30 pm Fight Back Ceremony 10:15 pm Treasure Trove and Team Raffle Winners Drawn 10:30 pm Closing Ceremony and Final Team lap at approx. 10:45 pm Event ends Clean up Begins 11:00 pm ***Times are approx. and may be modified to fit scheduling needs*** EVENT & CAMPSITE RULES Please carefully read through all the rules! Teams will be permitted to drive personal vehicles to their campsite to unload campsite supplies until 1:30 p.m. Please follow parking attendant instructions on where to enter and exit the track area. Once you have unloaded at your campsite, please exit the track area and park your vehicle in the parking lot. Please set up your campsite after you have parked your vehicle. After 12:30 p.m., an unloading area will be provided near the entrance gate. Please bring a hand truck or wagon to transport your supplies if you are unable to arrive before 12:30 p.m. Team Captains need to Check-In their team at the Registration Tent when they arrive. No wheeled vehicles are allowed on the track, except for wheel chairs and strollers after 12:30 p.m. 3

4 No bikes, scooters, roller blades, skate boards, etc., are allowed on the track. Pets are not allowed at the event, except for service animals. Bare feet are not permitted on the track. Smoking is not permitted at this event. Tiki torches & candles must be used with extreme caution. Each team is responsible for regularly emptying their trash into the dumpster. Your area MUST be completely cleaned before you leave. This includes around your car. Please bring trash bags with you. Children under the age of 18 MUST be accompanied by an adult chaperone. Please be respectful and remain quiet during the ceremonies throughout the evening. Please do not run/play in other campsites. Please use the open area. Personal vehicles will be allowed back on the track for campsite loading after 11 p.m. IN CASE OF EMERGENCY In case of a fire emergency, fire extinguishers are located at registration tent. In case of medical emergency, basic first aid supplies will be kept at registration. Please let us know immediately if there is a serious issue that requires 911 to be called. ACCOUNTING PROCEDURES During the Event: Team Captains should periodically turn in on-site fundraising donations at the Registration tent. Team Accounting Sheets and Donation Envelopes must be used when turning in donations (available at Registration) Coin Rolls will be available, please roll coins if possible before turning them in. Team Captains are responsible for verifying amounts on the envelopes. Cash will be secured by County Sheriff s staff. Clearly mark Team Accounting Sheets if your money is going to be split among your team. If money is to be divided among team members, you must have the names listed on the Team Accounting Sheet; otherwise it will be recorded as a team gift. Please PRINT neatly so that your donations are credited correctly. 4

5 THEME LAPS BRING ITEMS TO PARTICIPATE IN OUR FUN THEME LAPS! BEST OF EACH OF FIRST TWO LAPS WILL RECEIVE AN AWARD AT CLOSING CEREMONY! HERE ARE SOME SUGGESTIONS: 4:30 pm Paint your world Purple Lap: Costumes, accessories, attitude! 5:30 pm Tailgating Team Spirit Lap: Your favorite sports team s gear, signs, foam fingers, pennants 7:00 pm - Conga Line Lap: No special outfit needed just participate and have fun! *Times are approximate and may vary slightly if necessary. Other Awards that will be presented at Closing Ceremony: -Best Team Banner -Best Decorated/Themed Campsite -Most Spirited Team -Highest Fundraising Team (as of end of event) - Other surprise awards! IN CASE OF INCLEMENT WEATHER If it rains: The show will go on outside as planned with modifications to certain activities, Cancer DOES NOT stop for rain nor do we! In the case of extreme weather: (severe thunderstorm or torrential rain) Our event may/will be put on hold temporarily. If directed, please head to your vehicle for shelter. 5

6 No matter what Please do not leave! Severe weather does not usually last long so if you stick it out for a bit you will still have a great time. There have been many years that our track has been filled with Relayers walking with umbrellas and rain jackets. True Relayers stick it out through all types of weather. Besides, do you want to leave and miss all the fun we have planned for you? Be prepared Plan and bring clothing/supplies for all types of weather. Bring your rain gear and expect to have a great time no matter what the weather may be. WHAT TO BRING Relay For Life Suggested Packing Checklist Treasure Trove Basket please drop off at Treasure Trove Tent no later than 1:00 p.m. Plenty of pocket money to purchase on-site activities and food, or credit or debit card to purchase Relay Bucks that can be used as cash. Driver s License or state issued ID to prove age 21 or older if you wish to purchase beer or wine. Team Banner or sign for Parade of Teams Best Team Banner Competition Wagon/Hand Truck to move your campsite supplies to and from your vehicle Pop-up Canopies and/or small tents for shelter (small stakes and hammer to secure if windy) Lawn/beach chairs & tables Campsite Decorations for Best Campsite competition Cooler with extra water/drinks and snacks for your campsite Theme Lap outfits and supplies (see suggestions) Stick lighters (for lighting Luminaria) Starter money & cash box if you are holding an on-site fundraising activity On-site fundraising items and supplies Scissors, tape, pens, & tools for random campsite set up needs Sunscreen, sunglasses, hats Warm Clothes for evening hours including jacket, extra shoes and socks Cell Phone and Chargers Insect repellent 6

7 Trash Bags for cleaning up your campsite and parking area Umbrella and rain gear (just in case) Personal medicine (prescription and over the counter) Patience, Respect, and Compassion Most importantly bring your sense of FUN and ADVENTURE! CLOSING CEREMONY AND FINAL LAP! Join us at 10:30 pm at the main stage as we close our event. Together we will hear our totals and announce award winners. After the announcements, we will take our final Fight Back Lap together! Please DO NOT leave before the Closing Ceremony. CLEAN UP AND PACKING UP! It is EVERYONE S job to clean up after themselves! We must all pitch in and clean up the area. Plan Ahead - Bring trash bags with you and take your trash to the dumpster throughout the night. Please do not wait until the last minute to clean up. If you see trash, please pick it up! THANK YOU! Personal vehicles will be allowed back on the track after 11 p.m. to load your campsite items. IMPORTANT REMINDER: PLEASE BE ON THE LOOKOUT FOR YOUR EVENT SURVEY THAT WILL BE ED TO YOU A FEW DAYS AFTER THE RELAY. PLEASE COMPLETE THE SURVEY BECAUSE YOUR FEEDBACK IS IMPORTANT! WANT TO GET MORE INVOLVED? If you are interested in being a part of the planning process for our 2018 Relay For Life, please notify a member of the Event Leadership Team wearing a Light Blue T-shirt, or Registration Tent Volunteer! Thank you for your efforts to finish the fight against cancer! We hope you will join us again in 2018! 7

8 Relay For Life of Calvert County Treasure Trove Raffle Please complete the information below about the Treasure Trove basket/item you are entering. Please include this form with your item, and drop off at the Treasure Trove Tent, no later than 1:00 p.m. on the day of the event. Donating Team Name Basket Theme/Title Estimate Value $ Brief Description of contents 8