March 3, Dear Team Captain, - PDF Free Download

March 3, 2008 Dear Team Captain, Welcome to the 17 th annual 24 Hour Relay Challenge scheduled for Memorial Day weekend, May 24-25, 2008, on Holt Field at San Luis Obispo High School. This packet is intended to provide you with everything you need to register a team, to gain sponsorships, and to prepare for the Relay experience. Enclosed you will find the following forms: Team Registration Form General Information & Participation Rules (12) Participation Agreement with Waiver and Emergency Contact Information Form (2-sided, 10) Parent Coordinators Letter/Responsibilities (2) Parent Coordinators Agreement with Waiver and Emergency Contact Information Form (2-sided, 2) Sponsor donation forms are available on request. They are used to record donations made by the community and should be submitted with the registration fee. At the mandatory Captains/Coordinators meeting on Thursday, May 15, 2008 at 6:00 PM in the New Gym at San Luis Obispo High School, you will receive: Site map showing location of tent sites, restrooms, snack bar, first-aid station, etc. Relay program What-to-bring list Participant Rules General Information Last-minute instruction We suggest you meet with your entire team in order to be clear on expectations, coordinate plans, and avoid last-minute dropouts, which can be very difficult to deal with. Also, sending thank-you letters to sponsors would be a nice touch. Thanks for being part of The Challenge! Sincerely, Samantha Justesen John Franklin Teams Coordinators Student Teams Coordinator relay@slofnl.com SLOHS Room 401 (W) 596-4040, V/M 2401

24 HOUR RELAY CHALLENGE REGISTRATION CHECK LIST TEAM JF CAPTAIN (PLEASE CHECK BOX WHEN COMPLETED) TEAM REGISTRATION FORM: Team Name Team Captain T-Shirt Sizes Team Member s Email & Addresses TEAM REGISTRATION FEE (The Early Bird Student Team registration fee is $400. The fee is $450 after May 2; Mixed teams = $50/adult, $40/45 per youth; Adult Teams = $500) (TOTAL ENCLOSED $ ) PARENT COORDINATORS AGREEMENT #1 PARENT COORDINATORS AGREEMENT #2 PARTICIPATION AGREEMENTS (10) TEAM & COORDINATORS WAIVER & EMERGENCY CONTACT INFORMATION FORMS (12) SPONSOR DONATION FORMS (?) NOTES

STUDENT 24 HOUR RELAY CHALLENGE STUDENT Team Information Team Name: Team Captain Please check team division status: Student Mixed (Adult/Student) Address Email Team Coordinators (Student Teams) Parent Coordinator: Address: Email Parent Coordinator: Address: Email Team School/Club Business Affiliation: Zip Phone T-Shirt Size Zip Phone T-Shirt Size Zip Phone 1. Name Address Email (please print clearly) Phone T-shirt Size YL/S/M/L/XL/XXL (A) Adult * (S) Stdnt 2. 3. 4. 5. 6. 7. 8. 9. 10. * STUDENTS are participants who attend middle school or high school; ADULT is everyone else. An ADULT TEAM consists of 10 adult members. Adult Team registration fee is $500, making each adult team member responsible for a $50 minimum entry fee. A STUDENT TEAM consists of 10 student members. The student Team registration fee is $400 before May 2 nd (Early Bird Registration) and $450 until the deadline, May 17th, making each student responsible for minimum of $40 entry fee ($45 after May 2nd). A MIXED TEAM consists of 10 members, adults and students. Each adult on the team is responsible for $50 and every student is responsible for a minimum of $40 entry fee ($45 after May 2). ALL TEAMS entered on a first-come first-serve basis. MAKE CHECKS PAYABLE TO: FNL - 24 HOUR RELAY 24 HOUR RELAY CHALLENGE May 24-25, 2008 For further information about the San Luis Obispo High School 24 HOUR RELAY CHALLENGE, or if you would like to participate but can t find a team, please contact: Samantha Justesen, Teams Coordinators relay@slofnl.com John Franklin, Student Teams Coordinator, (W) SLOHS Room 401, 596-4040 ext. 2401

GENERAL INFORMATION RELAY PROCEDURES: Shoes must be worn at all times while on track. A baton must be carried by each person on the track. At the conclusion of each mile (four laps) the runner/walker must report to the scoring table. No substitute or alternate runners allowed. If a team member has to drop out for any reason, the team will continue in the order minus that member. RECEIVE: Upon entrance the captain will receive a bag of 24 Hour Relay t-shirts, which they will be responsible for dispersing to their team. T-shirt size is best ensured if your team is signed up by the Early Bird deadline. A team picture will be taken during the event which will be handed out after the event during the school week. Throughout the event judges will determine awards for different team categories including Best Campsite and the big winner - Most Miles! SET-UP: In order to set up your campsite, we suggest you arrive at the San Luis Obispo High School track between 6:00 p.m. and 7:00 p.m. Friday evening or 7:00 a.m. and 8:00 a.m. Saturday morning and report to the check-in table. Look for persons wearing volunteer T-shirts to help direct you and your group. All coordinators are required to camp at the same site as their team. All furniture will require the deposit of a team driver s license, which will only be returned after all furniture and trash are removed from the Relay site. FOOD: Lunch on Saturday will not be provided. A BBQ dinner will be provided Saturday night. You may not leave the Relay area to go get food. Plenty of healthy snacks will be available. A pancake breakfast will be provided on Sunday morning. Coordinators and participants should bring to the Relay any additional food they feel they need. BRING: Make sure you and your team members bring a sleeping bag, appropriate shoes, sunscreen, a hat, towel and bathing suit. Clothing should be brought for both hot and cold weather. A what-to-bring list will be given to you at the Captains /Coordinators meeting. Bags and containers may be checked upon entrance to the Relay site. ENCOURAGE: Students should use sunscreen, stretch prior to his/her mile, hydrate by drinking fluids regularly whether thirsty or not. Students should pace themselves 24 hours is a long time and both students and adults tend to over-do early on and burn out later. NIGHTTIME: Electrical devices, generators, or barbecues are not allowed. Make sure your students wake up with enough time to warm-up by stretching and that they are down on the track in time for their laps. No one will be allowed to enter or exit the grounds during this time. Volunteer security, including some law enforcement officers, will be present to provide supervision and support. FACILITIES: Showers will be open in the new gym for anyone in the hours given announced at the relay. Medical facilities will be open the whole 24 hours in the front center of the track. Thank you for your cooperation, and we hope you find this to be a rewarding and fun experience!! Sincerely, Sam Justesen John Franklin Teams Coordinators Student Teams Coordinator relay@slofnl.com SLOHS - Room 401 (W) 596-4040, V/M 2401

24 HOUR RELAY CHALLENGE Participant Rules (Captain/Coordinator YOU MUST GO OVER WITH TEAM) NO DRUGS, ALCOHOL, OR TOBACCO allowed at the site. ALL PARTICIPANTS MUST REMAIN IN RELAY AREA FOR THE ENTIRE 24 HOURS THIS INCLUDES ADULT COORDINATORS Each team must consist of 10 runners/walkers. Each team must have a designated team captain. Each Student Team must have two parent/guardian coordinators present at all times; both adults must be a parent/guardian of a team member. Each team must decide on the order its members will be running or walking, and this order must be maintained throughout the Relay. One member of every team must be on the track at all times. Each team member must run or walk exactly one mile each time it is their turn. NO substitutes or alternate runners allowed. If a team member drops out, the team continues with the remaining team members. Each team member must carry a baton when on the tract and it must be handed to the next runner/walker in the designated baton exchanging area. Batons are supplied by the Relay if you choose not to make your own. Each team member must report to the Scoring Table after completing each mile. Slow runners/walkers yield the inside lane to the fast runners/walkers. Each team member must wear shoes while on the track. Saturday night at 7:00 PM, school grounds will be closed to non-participants. Participants are allowed to bring food and recreational activities. NO electrical devices, generators, or barbecues allowed. This includes any device deemed a threat to anybody s wellness. Participants are responsible for all belongings at all times. A reminder that NO lunch will be served on Saturday. Snack bars will feature plenty of healthy snacks for those who do not bring a lunch. Teams are LIMITED to ONE container (no larger than 32 gal.) of water balloons. Bags and containers will be checked upon entrance to the Relay site. Participants are expected to treat each other, the Relay site, and volunteers with respect. Be aware that if participants fail to participate as they agreed to, they may be asked to leave the Relay, in which case their parents will be called and asked to pick them up. Participants are expected to treat each other, the Relay site, and volunteers with respect.

STUDENT TEAM PARENT COORDINATORS LETTER Dear 24 Hour Relay Challenge Student Teams Parent Coordinator: Our sincere thanks for agreeing to help with this very special event. The Relay is a community supported fundraising project, which will benefit youth programs (Friday Night Live, Peer Helping/Communications, Student Assistance Program, and many other programs) at San Luis Obispo High School. The event will help fund materials, equipment, training, and substance-free activities for youth. Not only does this event fundraise to help support other youth programs, it celebrates health and community in an alcohol- and drug-free environment. To successfully accomplish this goal we must make clear to all participants that no alcohol and/or drugs may be brought to the event. To further ensure a substance free environment the adult coordinators must understand and support the Relay s goals and guidelines; therefore supporting their teams successful participation in the event. To clarify your responsibilities as a Coordinator, we have outlined the coordinators responsibilities which will ensure a safe, enjoyable and successful experience for all. COORDINATORS RESPONSIBILITIES 1. Encourage the Student Captain to meet his/her responsibilities and, if necessary, assume those responsibilities. 2. Be at the Relay for entire 24 hours. 3. Attend the Coordinators and Captains meeting on Thursday May 15, 2008 in the SLOHS New Gym at 6:00 PM. 4. Ensure that team members remain at the event the entire 24 hours. If someone leaves, inform the Relay Directors. 5. Ensure that team members take their turns on the track throughout the day and night. If someone doesn t take his/her turn, inform a Relay Director. 6. Ensure that team members remain alcohol-, tobacco-, and drug-free during the Relay. Report any violations of this policy to the Relay Directors. 7. Camp with your team. 8. Be on alert for medical problems and insist that those problems get dealt with by the 24-hour medical care available. 9. At the Relay, attend all team meetings and Captains /Coordinators meetings. 10.Be aware that if team members fail to participate as they agreed to, they may be asked to leave. 11. Serve as a volunteer for at least one shift to help with security, scoring, food, etc. Sign-ups available at the Capt/Coord s meeting, or to reserve a spot, please email relay@slofnl.com

STUDENT TEAM PARENT COORDINATORS AGREEMENT As a Coordinator of a Student Team, I understand that my responsibilities include the following: 1. Encourage the student captain to meet his/her responsibilities and, if necessary, assume those responsibilities. 2. Be at the San Luis Obispo High School s Holt Field for all 24 hours of the Relay. 3. Attend the Coordinators and Captains meeting on Thursday May 15, 2008 in the SLOHS New Gym at 6:00 PM. 4. Ensure that the team members remain at the event the entire 24 hours. If someone leaves, please inform the Relay Director. 5. Ensure that team members take turns on the track throughout the day and night. If someone doesn t take their turn, please inform the Relay Director. 6. Ensure that the team members remain alcohol-, tobacco-, and drugfree during the Relay. Report immediately any violations of this policy to a Relay Director. 7. Camp with your team. 8. Be on the alert for any medical problems and insist that those problems are dealt with by the 24-hour medical care available. 9. At the Relay, attend all team meetings and Captains /Coordinators meetings. 10. I understand that if team members fail to participate as they agreed, they may be asked to leave the Relay. PARENT COORDINATOR S NAME (PRINT) PARENT COORDINATOR S SIGNATURE I AM THE PARENT OF ****Fill out mandatory Waiver and Emergency Contact Information on back side****

24 Hour Relay Challenge WAIVER AND EMERGENCY CONTACT INFORMATION *PARENT COORDINATOR* PLEASE FILL IN COMPLETELY Name Address City Zip Telephone Cell _ Age Email address Team Name Team Captain Individual to contact in case of emergency: 1. 2. If you have a personal physician or hospital preference, please indicate: Physician Phone # Hospital IMPORTANT WAIVER I recognize and hereby expressly assume the risks of illness and injury inherent in any exercise program; and I am participating in this event upon the express agreement and understanding that I am hereby waiving and releasing San Luis Coastal Unified School District and its programs, Friday Night Live, and the 24 Hour Relay Challenge and its sponsors and advertisers, agents, and representatives from any and all claims which may have occurred or which may accrue to me, my heirs, guardians, administrators, executors, or assignees including attorney s fees and court costs (collectively Claims ) arising out of or in connection with my participating in the 24 Hour Relay Challenge or any illness resulting therefrom. PARTICIPANT S SIGNATURE In the event of an accident or emergency, I give permission for the school to take me to any available doctor or hospital, or request their services (you must check one): Yes No If no, please state what action you would like to take: Note any special medication needs/considerations or allergies:

24 Hour Relay Challenge WAIVER AND EMERGENCY CONTACT INFORMATION *STUDENT TEAM* PLEASE FILL IN COMPLETELY Name Address City Zip Telephone Cell _ Age Email address Team Name Team Captain Individual to contact in case of emergency: 1. 2. If you have a personal physician or hospital preference, please indicate: Physician Phone # Hospital IMPORTANT WAIVER I recognize and hereby expressly assume the risks of illness and injury inherent in any exercise program; and I am participating in this event upon the express agreement and understanding that I am hereby waiving and releasing San Luis Coastal Unified School District and its programs, Friday Night Live, and the 24 Hour Relay Challenge and its sponsors and advertisers, agents, and representatives from any and all claims which may have occurred or which may accrue to me, my heirs, guardians, administrators, executors, or assignees including attorney s fees and court costs (collectively Claims ) arising out of or in connection with my participating in the 24 Hour Relay Challenge or any illness resulting therefrom. PARTICIPANTS SIGNATURE If you are under 18 years of age, please have your parent/guardian fill out the information below. In the event of an accident or emergency, I give my permission for the school to take my child to any available doctor or hospital, or request their services (you must check one): YES NO If no, please state what action you would like to take: Note any special medication needs/consideration or allergies: PARENT/GUARDIAN SIGNATURE: PARENT/GUARDIAN PRINTED NAME:

PARTICIPATION AGREEMENT Student Teams Read the following rules carefully and be sure you are willing to comply with them before signing. If you don t follow these rules, you may be asked to leave the Relay. NO DRUGS, ALCOHOL, OR TOBACCO allowed at the site. PARTICIPANTS MUST REMAIN IN RELAY AREA FOR THE ENTIRE 24 HOURS Each team must consist of 10 runners/walkers. Each team must have a designated team captain. Each Student Team must have two parent coordinators present at all times; both adults must be a parent of a team member. Each team must decide on the order its members will be running or walking, and this order must be maintained throughout the Relay One member of every team must be on the track at all times. Each team member must run or walk exactly one mile each time it is their turn. NO substitutes or alternate runners allowed. If a team member drops out, the team continues with the remaining team members. Each team member must carry a baton when on the tract and it must be handed to the next runner/walker in the designated baton exchanging area. Batons are supplied by the Relay if you choose not to make your own. Each team member must report to the Scoring Table after completing each mile. Slow runners/walkers yield the inside lane to the fast runners/walkers. Each team member must wear shoes while on the track. Saturday night at 7:00 PM, school grounds will be closed to non-participants. Participants are allowed to bring food and recreational activities. NO electrical devices, generators, or barbecues allowed. Participants are responsible for all belongings at all times. A reminder that NO lunch will be served on Saturday. Snack bars will feature plenty of healthy snacks for those who do not bring a lunch. Bags and containers may be checked upon entrance to the Relay site. Participants are expected to treat each other, the Relay site, and volunteers with respect. Be aware that if participants fail to participate as they agreed to, they may be asked to leave the Relay, in which case their parents will be called and asked to pick them up. I understand that if I don t comply with the above rules I may be asked to leave and my parents will be called and asked to pick me up. STUDENT SIGNATURE PARENT SIGNATURE 1. Please be aware of the rules to which your student has agreed. 2. Please list below the person to be contacted if your student is required to leave the Relay. Name Participant s Signature ****Fill out mandatory Waiver and Emergency Contact Information on back side****