Hornsby Relay For Life

Transcription

1 1 Everything You Need to Know About Hornsby Relay For Life 5-6 November 2016 Rofe Park, Hornsby Heights

2 2 Table of Contents CHECK IN AND REGISTRATION AT THE EVENT... 3 Already registered participants... 3 New registrations (On the Day)... 3 Survivors and Carers... 3 Youth teams... 3 IMPORTANT - Lock out period... 3 CAMPING AND ACCESS... 4 Camping... 4 Site access... 4 Parking... 5 Amenities... 5 Noise restrictions... 5 Lighting Overnight... 5 Wet weather... 5 WHAT TO BRING... 6 What items to bring... 6 What NOT to bring... 6 ENTERTAINMENT AND ACTIVITY HIGHLIGHTS... 7 Saturday 5 th November Sunday 6 th November EVENT HIGHLIGHTS... 9 Opening Celebration 10.00am Saturday... 9 Opening Lap 10.30am Saturday... 9 Survivors and Carers Morning High Tea 10.45am Saturday... 9 Candlelight Ceremony 7.30pm Saturday... 9 CATERING FUNDRAISING TIPS YOUTH POLICIES 11 YOUTH SUPERVISOR FORM...12

3 3 CHECK IN AND REGISTRATION AT THE EVENT Already registered participants If you are already registered for the event, your team captain MUST go to the Registration Tent on arrival to check in and receive your team pack with event wrist bands and shirts. New registrations (On the Day) If you have new members to register for the event, they also MUST go to the registration tent to register themselves on your team. On the day registration is $20pp and there will be cash and EFTPOS facilities available. Registration will be open from 8.00am 6.00pm. All participants must be registered by then and have their team pack collected. Participants without a wristband will not be allowed entry after the 9pm lockout period. Anyone who is already registered and arriving after 6.00pm will need to get a team member to hold their wristband for them and they can collect it on arrival. Survivors and Carers For survivors and carers who are a part of a team, please go to the registration tent to check in with your team and then make your way to the Survivors and Carers Registration desk (in the Registration Tent). You will receive your Relay sash and be informed of details for the Survivors and Carers Lap am Opening Ceremony 10.30am Survivors and Carers Lap 10.45am Survivors and Carers Morning Tea Survivors and Carers who are not in a team are able to register prior to the event by going to Youth teams IMPORTANT - If you have a youth team please read the Youth Policy and Guidelines at the back of this pack. IMPORTANT - Lock out period All event participants need to have a wrist band. On Saturday 5 th November from 9.00pm until Sunday 6 th November at 6.00am there is a lock out period. If you DO NOT have a wrist band you may be asked to leave or won t be allowed back onto the site. If your team has designated walkers coming throughout this period to walk the late night/early morning shift, you need to ensure they are given their wristband on arrival.

4 4 CAMPING AND ACCESS Hornsby Relay For Life is: Smoke Free Pet Free Waste Wise No alcohol on the track Camping Your team campsite is your home base for the event. Somewhere to keep everything you need to be comfortable for the duration of the event including a table, chairs, esky etc. Whether you choose to camp overnight or not, please still book a campsite. Please hayley.hornitzky@nswcc.org.au by Monday 1 st November 2016 with the below details: Team Captain Name Team Name Number of 4x4m areas required On the day fundraising activities planned We encourage you to decorate your campsite, especially if your team has a theme there are prizes up for grabs for Best Dressed Campsite. It s our 14 th annual event so let s create a party atmosphere! It is also recommended that there is always one person from each team manning the campsite throughout the event for security purposes as we cannot be responsible for your personal belongings. NB* Due to sub-ground irrigation and underground high voltage cabling, tent pegs more than 10CM are not permitted. For this reason all tents must either be pegged with 10cm or shorter tent pegs or use weights. Please bring extra weights/ropes to hold tents and marquees down in case it gets windy! If you encounter any resistance inserting tent pegs into the ground stop immediately and move the peg to another spot. It is also suggested that teams also bring weights to hold items on tables such as fundraising goods and merchandise in case of wind etc. Site access Teams have two options to drop off their gear and set up: Friday 4 th November from 3.00pm 8.00pm (by prior arrangement- please Hayley) Saturday 5 th November from 7.00am On Friday- the gate will be locked at 8.00pm for security reasons. We do not take any responsibility for belongings left overnight, but there will be a security patrol at night as we have other event items on site. If you want to drive over to your campsite to unpack you can do so between 7.00am 9.00am. Vehicles must drive around the outside of the oval and NOT ACROSS THE CENTRE FOR SAFETY REASONS. Please turn headlights and hazard lights on and keep a SHARP lookout for children.

5 5 ALL VEHICLES MUST BE OFF OVAL BY 9.00AM SATURDAY FOR SAFETY REASONS An unloading zone will be available at the site s car park to allow teams to unload their gear before finding parking in the nearby streets/schools. Please be courteous of our neighbours and do not park in any area not designated for parking, or across resident s driveways. Parking Due to limited parking at Rofe Park, we really encourage car-pooling. There will be limited (first in best dressed) spaces in the car-park we encourage teams to drop off team members and then park on Galston Road, or on nearby side streets, which is only a few minutes walk to the event site. Some of the parking lots at the park will be blocked off for disabled parking and dignitaries - please do not use these spots if asked not to. Amenities Water stations will be available on the track to fill up your water bottles. There are toilets located below: Main amenities block Near the children s playground Portaloo toilets on the opposite side of the field near the camping area. There are no shower facilities available onsite. Noise restrictions The Environmental Protection Authority guidelines state PA announcements can only occur between 8.00am 10.00pm. Please be mindful of our neighbours outside these hours. Lighting Overnight Please remember to bring torches, head lamps or any other lighting you may require for you tent. Wet weather The show goes on - rain, hail or shine. However if due to bad weather conditions before the event the grounds are determined dangerous, we will contact you the day before the event. For any concerns, please call Monday Friday on

6 6 WHAT TO BRING Relay runs for 24 hours so come prepared for hot, cold and damp weather! The oval also gets quite windy so come prepared and check the forecast! What items to bring water bottle (water stations are available but please note, we will not be providing cups) hat, sunscreen, and lip balm warm clothing pants, jacket, beanie, gloves wet weather gear raincoat/poncho/umbrella garbage bags/plastic bags for rubbish change of clothes temperatures can vary greatly over the 24hours rug/blanket/beanbag/foldable chairs for overnight and movie-watching fold up table and chairs especially if you are having a stall sleeping bag tent and tent pegs (remember, no more than 10cm allowed), hammer if needed, etc. towel/mat for yoga on Sunday morning team costumes, dress ups, campsite decorations money/loose change there are no ATMs at the grounds any used or unused raffle books (return to the Registration Tent by 8.00pm on Saturday 5 th November.) What NOT to bring No glass containers or bottles allowed on the track No heaters, BBQs or anything with an exposed flame Fundraising money you want to bank. can NOT accept team fundraising on the day. Please bank all monies received BEFORE the event, and also the next business day after Relay. No helium balloons, party poppers, paper streamers. These are hard to clean! Please remember: you are responsible for keeping your stall and tent area clean!

7 7 ENTERTAINMENT AND ACTIVITY HIGHLIGHTS Fun for the whole family Saturday 5 th November 2016 All day entertainment Whether you like the soft sounds of the acoustic guitar or Top 100 we ve got something for you. Entertainment and Activities all day; - Live bands, dance groups, swing dance class, hula hoop performance and class, cheerleaders, circus workshop - Health expo, chiro and massage, fitness activities, cooking demo - NEW - Marmalade Competition! (find out more at the website) For the Kids Kids Zone - Jumping castle - Face painting - Petting zoo - Putt putt - Inflatable obstacle course - Candle bag decorating - Sports games on the oval and more! Key Times 10.00am Official Opening and Start of the 24hour Countdown! 10.30am Survivors and Carers walk followed by VIP Morning Tea 7.30pm Candlelight Ceremony of HOPE 8.30pm Headliner Band: The Vinyl Edge 10.00pm 6.00am - Overnight Activities To keep you going through the twilight hours - Silent Disco is back and will start from 10.00pm when the noise curfew hits - Trivia at 11.00pm - Movies. A selection of family movies will play on the big screens overnight - Themed laps all night long. Who doesn t love a sack race at 3am?!

8 8 Sunday 6 th November am - Sunrise Yoga If cardio ain t your thing, join our Yoga instructor! Limited mats will be provided on a first come first serve basis but please bring your own! (Or you can just use a beach towel) 7.30am NEW - Dawn Celebration Breakfast This year we will be having a special communal breakfast at 7.00am where teams can sit together and enjoy our harvest breakfast totally FREE for all registered participants. So whether you have been walking all night or not, ensure you are there or come back at 7.00am to join together for this special time as we bring in the new day and the last few hours of Relay 8.00am - 80 s Hour! Let s get physical and pump out those morning laps of the track. Get on your best 80 s gear and hit the track with your team as we pump up the volume and push it through to the final countdown 10.00am - Final Countdown and Awards Ceremony This year we will be finishing off the event as the clock counts down at 10.00am. We will be giving out our awards for Best Dressed Team, Best Dressed Campsite and announcing the raffle winners. Be there to bask in the glory of completing the 24hour challenge and everyone s commitment to the cause to help beat cancer.

9 9 EVENT HIGHLIGHTS Key Times and Ceremonies Opening Celebration 10.00am Saturday The Opening Ceremony is an event filled with celebration and serves as the official start of the 14 th Annual Hornsby Relay for Life! Opening Lap 10.30am Saturday The Opening Lap will be completed by cancer survivors, carers, and cancer patients, while the community gets behind and cheers them on. The 24 hour Relay timer will begin its countdown, and everyone joins in on the second lap walking, running, hopping, or skipping! Survivors and Carers Morning High Tea 10.45am Saturday Survivors and carers are central to Relay For Life. Relay For Life in your community is an occasion to honour and celebrate local cancer survivors and their carers. It provides an avenue to remember those lost, support those who are currently battling cancer, and to celebrate the progress we have made towards beating cancer. Relay celebrates lives, those both with us and those who are not. A special High Tea will be served to our honorary guests - survivors and carers. You will have the opportunity to meet other cancer survivors, patients, carers and your local members. Prior notice of attendance for catering purposes would be greatly appreciated. For more information, to register and/or RSVP for this special afternoon tea, please phone on or hayley.hornitzky@nswcc.org.au. On the day registrations are also available. Candlelight Ceremony 7.30pm Saturday The Candlelight Ceremony (or Ceremony of Hope) is a time for participants to remember those lost to cancer, to support those still fighting the disease and to honour those who have fought so bravely in the past. This is a powerful ceremony providing an opportunity for people to work through grief and to find hope. At the beginning of the ceremony we will be lighting a candle on stage, a symbol of hope. Candle Bags and tea lights will be available to purchase at the event where you can write a message of hope or love. These bags will then be placed on the track and lit before the ceremony begins as a tribute. NEW - Dawn Celebration Breakfast 7.00am Sunday This year we will be having a special communal breakfast at 7.00am where teams can sit together and enjoy our harvest breakfast totally FREE for all registered participants. So whether you have been walking all night or not, ensure you are there or come back at 7.00am to join together for this special time as we bring in the new day and the last few hours of Relay.

10 10 CATERING Saturday 5 th November 11.00am pm There will be a range of food on offer, including; - Sausage sizzle - Gozleme - Dutch pancakes - Coffee provided by Witham s Coffee, and drinks to keep you walking all day and night. - Vegetarian and health options provided. Overnight Canteen The organising committee will be running an overnight canteen where you can get tea, coffee, hot chocolates, and other treats and eats. You are also welcome to BYO food and drinks. Sunday 6 th November for Breakfast 7.00am am FREE communal breakfast for all registered participants. If you are planning on selling fundraising food please let us know hayley.hornitzky@nswcc.org.au FUNDRAISING TIPS Every activity you do as part of your team fundraising on the day helps to raise money for research, education, and support for cancer patients, carers, and families. Here are some ideas: Bake sale- Make some cookies, cupcakes, meringues, jams, or healthy treats and sell them at a table in front of your team area Arts and crafts- knitted hearts, tea cosies, beanies, scarves, handmade toys, or cards Wishing tree make a wish or hang a picture of a loved one, or someone you are Relaying for on the tree Products/services massages, manicures/pedicures, raffle or auction a service that you/someone in your team/ a friend, relative, or local business has donated Plant some herb or flower seedlings (such as daffodils, mint, basil, etc) in tiny pots before the event and sell on the day Sell used books, clothing, homewares and donate the $$ to your team Guessing comp with lollies in a jar Lucky dip for kids small gifts from the $2 shop wrapped up or lolly bags Clowns/ Magicians - make balloon animals or perform magic tricks for a small fee! Creative Activities art projects/colouring, puppet making, face painting, storytelling, etc Approach local businesses to donate prizes or products/services/vouchers that you could auction or raffle e.g. vouchers for a beauty salon/hair salon, restaurants, gyms, dry cleaners, personal trainers, carpet cleaning etc Please contact if you have ANY questions about the event. hayley.hornitzky@nswcc.org.au or call

11 Under 18 Participants NSW requires that every youth under the age of 18 must have signed approval by a parent or guardian to participate in the Relay. In addition, all youths must be accompanied by a SUPERVISOR throughout the duration of the event. SUPERVISORS must be 25 years or older (unless a parent, who can supervise their own children). Supervisors must be in attendance at the event at all times and are completely responsible for the behaviour of the youth they oversee. Youth Teams An under 18 participant can be a Team Captain, however due to privacy laws they may not receive all Relay communications. We recommend an adult to be a Captain for this reason. NSW requires youth teams follow a SUPERVISOR ratio of: o 1 Supervisor for every 6 youth (14 years and under) o 1 Supervisor for every 9 youth (15 years +) Registering a youth participant (the parent/guardian is to complete registration) If registering online: o Register your child as a youth participant. Ensure all parent/guardian details are correct. o If a youth member is registered as part of a group registration done at one time, an will be sent to the parent/guardian to confirm registration and must be completed for the registration to be complete. If registering manually: o Fill in the youth registration form and must be signed by the parent/guardian. Youth Team Supervisors Form o The team captain of a youth team must fill out and submit the Youth Team Supervisors Form to their local NSW office no later than two weeks prior to the Relay. Please contact your local office to get a copy of this form. o All SUPERVISORS name and phone number must be written on the form (this includes anyone scheduled for a specific shift as well as anyone staying for the entire event) Before the Relay: o We recommend the youth team SUPERVISORS attend at least attend one information night prior to the Relay. Youth at the Relay All youth participants should be encouraged to bring some form of ID with their name on it e.g. bus pass, concession card, library card to the event and be able to present it if asked. Only those participants who are registered may be at the track after dark. Anyone not signed up on a team will be asked to leave. SUPERVISORS are required to sign-in at the Registration Tent when they arrive at the event. Youth cannot register for a youth team on the day without a form signed by their parent/guardian and the youth team SUPERVISOR being present for the registration. Youth team SUPERVISORS are completely responsible for the behaviour of the youth they oversee and must be in attendance at all times throughout the Relay.

12 Hornsby Relay For Life Youth Team Supervisors Form This form must be returned to your office no later than two weeks prior to your RFL event. NSW requires supervisor/s 25 years or older for every youth (under 18 s) team as per the ratio below: o 1 Supervisor for every 6 youth (14 years and under) o 1 Supervisor for every 9 youth (15 years +) Youth team supervisors are completely responsible for the behaviour of the youth they oversee and must sign in & be in attendance at all times throughout the Relay. For more information, please see the Youth Policy. Team Name Team Captain Name SUPERVISOR 1 Title First Name Surname Address Postcode Tel Mobile* DOB I have reviewed the responsibilities and waiver below and agree to abide by them. Signature SUPERVISOR 2 Title First Name Surname Address Postcode Tel Mobile* DOB I have reviewed the responsibilities and waiver below and agree to abide by them. Signature IF FURTHER SUPERVISORS ARE REQUIRED, PLEASE COMPLETE FURTHER COPIES OF THIS FORM. Supervisor responsibilities: Supervisors must sign in at the start of the Relay at the Registration Tent. Supervisors must remain on-site for the duration of the Relay. This includes remaining at the campsite during overnight hours. Any anti-social behaviour by youth teams will result in immediate eviction from the event. If you need to leave early, another supervisor must take over and details given to NSW ahead of time. We recommend supervisors attend a Team Information Night ahead of the event. These meetings present an opportunity for you to ask any questions you may have about youth teams or your supervisor responsibilities. Supervisors must sign liability waiver and follow event rules and regulations. Supervisors are responsible for each youth (under 18) on the team and their behaviour for the duration of the Relay. If a youth needs to leave for any reason, the supervisor is responsible to ensure parental/guardian approval is sought. Extra Youth participants cannot register on the day without the Youth Team Supervisor being present and a registration form signed by their parent/guardian. If your Relay requires youth team members to wear a wristband, please ensure your team members do so. DISCLAIMER: In consideration of this entry being accepted, I grant permission to the NSW to photograph me in the course of my participation in the Relay For Life event, and to use my name and any photographs of me for NSW purposes in any media and territory in perpetuity. I waive and release any and all claims for myself, my heirs, executors and administrators against the NSW, its agents, employees and licensees and any sponsors, officials and organizers of the Relay For Life event in connection with any injury, illness or death which may directly or indirectly result from my participation in this event, or from any claim arising in connection with the use of my name or any photographs of me. I acknowledge that I will not receive any financial remuneration for any of the above and that my compensation is the opportunity to contribute to the activities of the NSW. For further information on Relay For Life please call NSW on