Relay For Life of Orangeburg & Bamberg 2017 Information Booklet 1
The theme of Relay For Life of Orangeburg and Bamberg for 2017 is Heroes of Hope! Relay will be held on April 28, 2017 at the Orangeburg Fairgrounds from 6:00 PM 12:00 Midnight. 4:00 PM -- Gates will open for general admission (see page 18 for admission guidelines) 6:00 PM -- Opening ceremonies begin 7:00 PM.-- The survivor lap The care giver lap will be immediately following the survivor lap. 9:00 PM -- The gates for admission will close at prior to the luminary service. 10 PM.-- The luminary service In order for our Relay to go smoothly, the following is a few of the guidelines that all teams will follow. Children under the age of 16 must be accompanied by an adult that is 25 years or older. Individuals will show a valid picture ID for admission. Individuals 16 and under will be provided an arm band at the gate for admission, and must be worn at all times during Relay. Any team wishing to have a tent site must have $300 turned in by Bank day, Saturday, April 22, 2017. Logistics forms need to be turned in by March 21, 2017. High School and College teams must have an advisor attend team captain meetings and present at Relay. Team shirts will be distributed based on raising $100 per team member registered online. New Business sign form must be turned in by March 21, 2017 in order to have adequate time for signs to be made. Pictorials forms and pictures must be turned in by April 18, 2017 in order to have adequate time to be scanned for the Luminary Service. Luminary bags are due by Bank Day, April 22, 2017 Survivor, handicap and team captains parking will be on the Whaley Street entrance. General parking will be at the main entrance on Magnolia Street. Gates will open at 9:00 AM, April 28, 2017 for tent set up. All cars must be off the track and parked in their designated spot by 4:30 PM. No alcohol, tobacco products or pets will be allowed 2
As a team captain, you are responsible to register your team online. Register online at relayforlife.org/orangeburgsc If you cannot register online, call 1.877.957.7848. In order for your team members to receive a team member shirt, they must be registered online by March 22, 2017. Team shirts will be distributed based on the team raising $100 per team member registered online. 3
Orangeburg & Bamberg Relay For Life 2017 Dates to Remember When????? WHAT????? WHERE???? Feb 7, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Lutheran Church Feb 21, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Lutheran Church Mar 7, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Lutheran Church Corporate Sponsors Due Team members registered on line Mar 7, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Lutheran Church Corporate Sponsors Due Team members registered on line Mar 21, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Lutheran Church Proud Sponsor Signs Due Logistics Form Due Apr 4, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Lutheran Church April 18, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Lutheran Church Luminaria PICTORIALS due Apr 22, 2017 9:00-11:00 AM Bank Day Luminaria due South State Bank St Matthews Road Apr 22, 2017 12:00-1:30 PM Survivor s Reception Trinity Presbyterian Church Picnic Shelter Apr 25, 2017 5:30 PM Team Captain/Committee Meeting Orangeburg Fairgrounds Shirt pickup Apr 28, 2017 6:00 PM Relay For Life of Orangeburg & Orangeburg Fairgrounds Bamberg Apr 29, 2017 Rain date The following pages show samples of the forms for Relay and numbered detailed instructions for completion of the forms. 4
2017 LOGISTICS FORM FOR ORANGEBURG & BAMBERG TEAM NAME: 1 TEAM CAPTAIN: PHONE: 2 3 NUMBER OF SPACES NEEDED: 4 (ONE SPACE IS 25'L X 20'W) 5 IF YOU WANT TO BE LOCATED NEAR ANOTHER TEAM? YES NO 5a IF SO, WHAT TEAM? WILL YOU NEED ELECTRICITY? YES WILL YOUR TEAM SERVE FOOD? YES 6 7 NO NO IF SO, WHAT KIND? FOR TEAM? YES NO 7b 7a AVAILABLE FOR SALE TO OTHERS? YES NO IT IS YOUR RESPONSIBILITY TO SET UP YOUR TENT, BUT WE MAY BE ABLE TO HELP IF WE HAVE TIME. YOUR TEAM IS RESPONSIBLE FOR BRINGING AN EXTENSION CORD AND SURGE PROTECTOR. RETURN THIS COMPLETED FORM AS SOON AS POSSIBLE TO: TILLIE HUNT (803)682-5949 EMAIL: thuntems@gmail.com FAX: (803) 395-2913 7c CARS AND TRUCKS MUST BE OFF THE TRACK ASAP, NO CARS OR TRUCKS AFTER 4:30 PM. GATES ARE CLOSED AT 9:00 PM UNTIL AFTER LUMINARY CEREMONY. (AROUND 11:00 PM) This form must be turn in to the Logistics Chair by March 21, 2017 5
2017 LOGISTIC INFORMATION FORM 1. Team Name: Enter the name of your team as registered. 2. Team Captain: Enter the name(s) of the team captain as registered. 3. Phone: Enter the phone number(s) of team captain(s). 4. Number of spaces needed: Enter the amount of space your team needs (1 = 30 x 25 feet). 5. If you want to be located near a specific team, check YES. 5a. Enter the name of the team you wish you be located near. 6. If you will need electricity for your site, check YES. 7. If your team will serve food, check YES. 7a. If so, enter the types of food you will serve. 7b. If it will be for team use, check YES. 7c. If food will be available for sale to others, check YES. 6
Relay For Life of Orangeburg & Bamberg April 28, 2017 Proud Sponsor Signs For More Information: Karen Tourville paso62@aol.com 803-378-4778 803-395-2913 FAX Name as it should appear on sign: 1 Contact Name: 2 Address: 3 4 5 Phone: Fax: New Sign 6 Sign Renewal 7 Name of team/participant to which contribution should be credited: 8 Cost $75 Please make checks payable to your American Cancer Society. (Tax Deductible Donation, Tax ID # 13-1788491) Each sign will have the Relay For Life Logo, Proud Sponsor and Your business name. Signs are 1.5 x 2 in size and will be placed around the Relay track during the event. Thank you for your support. This form must be turned in to Business Sign Chair by Mar 21, 2017 7
Proud Sponsor Signs 1. Name as it should appear on sign: Enter the name of the business donating the sign, or enter the name of the person that is being honored or remembered. 2. Contact Name: Enter the name(s) of the person(s) making the donation. 3. Address: Enter the contact s address. 4. Phone: Enter the contact s phone. 5. Fax: Enter the contact s fax number. 6. New Sign: Check if this is a new sign 7. Sign Renewal: Check if this sign has been sold in previous year(s). 8. Name of team/participant to which contribution should be credited: Enter the name of the team and team member name. 8
Relay For Life 2017 SURVIVOR REGISTRATION FORM ORANGEBURG & BAMBERG NAME 1 MAILING ADDRESS 2 CITY 3 STATE 4 ZIP CODE 5 EMAIL ADDRESS 6 7 T-SHIRT SIZE: YS YM YL S M L XL 2XL 3XL 4XL 5XL The Survivor Luncheon will be helded on April 22, 2017. You will be able to get your shirt at that time or on the night of the event, April 28, 2017 Disclaimer. 8 Signature 9 Date 9
SURVIVOR REGISTRATION FORM 1. NAME: Enter the name of the cancer survivor. 2. MAILING ADDRESS: Enter number and street of the cancer survivor. 3. CITY: Enter the city. 4. STATE: Enter the state. 5. ZIP CODE: Enter the zip code. 6. EMAIL ADDRESS: Enter the email address of the cancer survivor. 7. T-SHIRT SIZE: Circle the size shirt needed for the survivor. Please wear your shirt to Relay. 8. SIGNATURE: Have the survivor read the disclaimer above and sign his/her name. 9. DATE: Enter the date the signature is provided. 10 If a survivor is not registered online by April 15, 2017, this form must be completed at the survivor luncheon or the Relay For Life event on April 28, 2017. 10
AMERICAN CANCER SOCIETY RELAY FOR LIFE LUMINARY / PICTORIAL Luminaries (candles in decorated bags with sand) outline the track at the Relay For Life and will be lit in memory or in honor of loved ones and friends who have had cancer. With your $10 donation per luminary bag, the name of the individual that you have designated will appear on a luminary to be lit on Friday evening. A $25 donation will allow a picture to be displayed during the luminary/pictorial service and a luminary bag. If you have any questions, please call Linda Baldwin at 803-535-1265 or email relay@octech.edu Please list only one name per bag. In Memory/ Honor Name 1 Luminary only $10 2 Pictorial and Luminary $25 3 4 For pictorial please attach photo that does not have to be returned Donated by 5 Telephone 6 Team / Member 7 RELAY FOR LIFE Orangeburg & Bamberg April 28, 2017 This form MUST be turned into Luminary Chair by April 18, 2017 11
LUMINARY/PICTORIAL FORM 1. NAME: Enter the first and last name of the person for whom the luminary is being donated, in honor or memory of. One name per bag. Please have the first and last name written on the bag also. Even if a nickname (Pop, Mom, Grandpa) is the decorated name. 2. LUMINARY ONLY $10: Check if only a luminary is being purchased (No pictorial) 3. PICTORIAL and LUMIINARY $25: Check if a pictorial and luminary is being purchased. A pictorial is a picture that is submitted and displayed via power point during the luminary service. 4. For pictorial please attach photo that does not have to be returned. This picture needs to be of a quality enabled for scanning. The first and last name of the person in the picture should be written on the back for identification. 5. DONATED BY: Enter the name of the person making the donation. 6. TELEPHONE: Enter the telephone number of the person making the donation. 7. TEAM/MEMBER: Enter the Relay For Life team and member selling the luminary/pictorial. This is very important in case we need to contact for further information. 12
1 2 3 4 5 6 7 8 9 10 11 12 13 15 16 14 17 Please return this form to Debbie Marro, Corporate Sponsor chair by Mar 21, 2017 email debmar03@aol.com cell phone. 803.707.4269 Fax 803.395.2913 13
Sponsorship Commitment Form This form is completed when a corporation or company agrees to sponsor the Relay For Life of Orangeburg Event. This form should be completed and returned by Mar 7, 2017. 1. Business name: Enter the name of the corporation or company who has agreed to become a sponsor. 2-5 Addresss: Enter the address of the corporation / company 6. Contact Name: Enter the name of the contact at the corporation/ company 7. Telephone Number: Enter the contact s telephone number 8. Fax Number: Enter the contact s fax number 9. Email address: Enter the contact s email address 10. Web Address: Enter the web address if applicable 11. Commitment levels: Check the box corresponding to the commitment level 12. Method of Payment: Check the boxes corresponding with the method of payment. If using a credit card, enter the card holder s information. 13. Invoice address: Enter information if invoice is requested 14. Donation amount: If making a donation in lieu of sponsorship, enter dollar amount. 15. Sponsor signature: Signature of responsible contact 16. Date: Enter the date 17. Remittance address. Please send a copy of this form to the address below and provide one to Debbie Marro debmar03@aol.com 803.707.4269 Fax 803.395.2913 or Alice Houser houseralic3@gmail.com 803.707.4820 14
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TEAM ACCOUNTING SHEET The Team Accounting Sheet is used by team captains to complete and submit donations for their team to American Cancer Society Relay For Life of Orangeburg & Bamberg. Please submit to Peggy Fogle our accounting chairperson at team captains meetings. If you have coins, please have them rolled. If possible, please convert your coins to cash. 1. Relay For Life of: Enter Orangeburg & Bamberg. 2. Team Name: Enter your team name. 3. Team Captain: Enter the team captains first and last name. 4. Date: Enter the date you submit this form. 5. Phone: Enter the phone number the team captain. 6. Email: Enter the team captain s email address 7. Team member name/team fund raising activity: Enter the name of the team member to whom the donation is to be credited 8. Grand Total: Enter the amount of the total donations to whom the donation is to be credited. 9. Grand Totals: Add the Grand total for all participants listed and enter that amount here. 10. Team Captain s Signature: The team captain s signature is placed here. 11. Accounting Chairman s Signature: After verifying the total donations, the accounting chair will sign here. 12. Date: The accounting chairman enters the date the form is submitted here. The accounting chair will return the pink copy of this form to be maintained for team records. 16
Relay For Life Fundraisers If you would like your team s fundraiser to be promoted on our county s Relay website, Relay For Life of Orangeburg & Bamberg s Facebook page, and via email to all team captains in our weekly mailing, please complete the following form and return to Meredith at relayforlifeorangeburg@gmail.com or fax to 803 516-0704. The sooner you share your fundraiser, the more publicity you will receive! If you have a photo/poster created, please be sure to include that information as well. Post your fundraiser on Relay For Life of Orangeburg & Bamberg s Facebook page, and it will be shared with all who like the page! Team Name: 1 Contact Name: 2 Contact Email or Phone: 3 Fundraiser Name: 4 Date and Time: 5 Location: 6 Details: 7 On social media, please use the hashtag #relayforlifeorangeburg. Thanks! 1. Team Name: Enter your team name 2. Contact Name: Enter the name of the contact person for the fund raiser 3. Contact email or Phone: Enter the email or phone number of the contact person for the fund raiser 4. Fundraiser Name: Enter the name of the fundraising event 5. Date and Time: Enter the date and time of the event. 6. Location : Enter the location of the event 7. Details: Enter the pertinent details of the event 17
Orangeburg & Bamberg Relay For Life Rules 1. NO pets, firearms, tobacco products, electronic cigarettes, alcohol, profanity/vulgar language allowed on the premises 2. Appropriate attire is required, this includes proper wear of clothing, i.e. NO sagging pants 3. GATES WILL CLOSE AT 9:00 P.M. WITH NO RE- ENTRY. NO EXCEPTIONS! 4. 15 years of age and under must wear a wristband with working emergency contact number 5. Wristbands MUST be worn at all times and visible 6. Chaperones must be 25 years of age or older and stay with their party 7. One Chaperone to every 5 under age attendees 8. EVERYONE is subject to ID check ANYONE not abiding by the following will be asked to leave the event. 18
What to bring to Relay Tent for Campsite Folding chairs/tables Supplies for your teams on-site fundraiser Donations to be turned in Money for on-site fundraisers or concessions What to leave at home pets alcohol tobacco fire arms Extra clothing: Poncho, extra shoes, socks, jacket, blanket Wagon or dolly (for hauling supplies) Cooler Cell phone (charger) Campsite Decorations Camera Emergency contact information Flashlight Sunscreen Hat or sun visor Lighter for luminaries Bug Repellant Scissor/tape/ hammer and tools Umbrella Extension cords/ surge protectors A good attitude 19
The Relay For Life of Orangeburg & Bamberg Committee would like to thank you for agreeing to be a team captain. Thank you for the work you have already done and for the work you are preparing to do. We could never pull off a successful Relay with out our amazing teams. We appreciate you following these guidelines in order for our Relay to be successful and run as smoothly as possible. 20