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RELAY FOR LIFE RELAY FOR LIFE OF ST MARY’S COUNTYOF ST MARY’S COUNTY
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20152015
STREETS OF STREETS OF AMERICAAMERICA
WELCOME TOWELCOME TO2015 2015
TEAM CAPTAIN TEAM CAPTAIN UNIVERSITYUNIVERSITY
Agenda
• 6:30 – 6:40 Welcome and Introductions• 6:40 – 6:55 Accounting Overview• 6:55 – 7:20 Online and Marketing Tools• 7:20 – 7:30 Fundraising Opportunities &
“Ask Jen” • 7:30 – 7:45 Important Event Information• 7:45 – 8:00 Questions and Announcements
Event Leadership TeamMelanie Smith Event LeadTom Cavanagh Event Co LeadBarbara Anderson ACS CANRon Bailey Logistics & Brick SalesEunice Benson Survivor Caregiver Dev (Door Prizes)Keith Brady Community ChampionStephanie Carroll Survivor Caregiver Dev (Reception)Russell Carroll Survivor Caregiver Dev (Reception)Lily Cavanagh Mission Lead Sarah Dudley Entertainment LeadChristy Gilliland Marketing Lead Joanne Goldwater-Dement Survivor/Caregiver Dev Co LeadFranci Hill Luminaria LeadJenifer Kearns Fundraising LeadDonna Levay Accounting LeadCarol Lowmiller Youth ChampionMelissa Magin Logistics Janet Shlegle Accounting and Survivor Caregiver DevDavid Smith Online & Logistics LeadPolly Traynham Survivor DevelopmentTerri Wheeler Survivor/Caregiver Dev Co LeadSusan Connelly American Cancer Society
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Accounting Accounting OverviewOverview
Donna LevayDonna LevayAccounting LeadAccounting Lead
Team Accounting SheetTeam Accounting Sheet(Team Info)(Team Info)
St Mary’s County
• Identify that this is for the St Mary’s County Relay For Life.
• Identify your team by writing in your Team Name, Team Captain’s Name and the Date. Phone Number and Email Address may also be useful if there is any discrepancies found when processing your form.
Team Accounting SheetTeam Accounting Sheet(Detail)(Detail)
• Identify each team member who is turning in money. Be sure to enter the name as it appears on the team website or on the paper registration form. (For example, if someone has registered as William Smith don’t write Bubba Smith on this form.)
• If you’re enclosing money for multiple registrations or team fundraising, you can enter the word “TEAM” as the participant’s name.
• You can also identify the Team Fundraising Activity.
Team Accounting Sheet Team Accounting Sheet (Registrations)(Registrations)
• If multiple people have turned in registration forms and money, you can do one entry for “TEAM” and include the total for all registration, rather than recording a separate line for each team member.
• If you are turning in registration money for members who registered on-line, you will need to specify the members’ names.
Team Accounting SheetTeam Accounting Sheet(Donations)(Donations)• Donations collected by the Team Member or earned by
participating in fundraising activities.
Team Accounting Sheet (Luminaria)
• The suggested donation is $10 for each luminaria. Some people choose to donate more.
• If an individual donates more, the entire amount posted on the luminaria form must be posted to the luminaria column, as this money is deposited in a separate account. For example, if someone donates $50 for one luminaria, it must be recorded as $50 in luminaria and not $10 for luminaria and $40 for Other Fundraising.
Team Accounting Sheet Team Accounting Sheet (Other)(Other)
• Other fundraising includes all other individual or team fundraising activities.
• This may include money from the ACS Car Raffle or the Blue Crab’s Baseball Vouchers or Brick Sales
Team Accounting Sheet Team Accounting Sheet (Total)(Total)
• All money recorded on the line should total the number reflected in the Total column.
• There is also a new column that asks ‘Divide Evenly Among Team’ (not shown)
All money recorded in the individual columns should be totaled and reflected on the summary line at the bottom of the form.
Team Accounting Sheet Team Accounting Sheet (Grand Totals) (Grand Totals)
Team Accounting Sheet Team Accounting Sheet (Signature)(Signature)• After verifying the data on the Team Accounting Sheet, the
Team Captain should sign and date the form. Then the Team Captain should transfer the numbers to the Team Registration / Donation Envelope.
Team Member Donation Envelopes (Back)
Team Member Donation Envelopes
St Mary’s County
6-6-2015
• Enter Team Name, your Name, Phone Number and E-mail Address. (In case we have questions regarding the donations turned in.)
• Always enter ‘St Mary’s County’ on the “Relay For Life of” line.
Please help us with Accounting!
• Ensure all checks are payable to the “American Cancer Society”, “ACS” or “Relay For Life”.
• Convert change into bills or checks. NO CHANGE PLEASE
• Covert small bills to large bills.
• Please DO NOT mail CASH or any donations to the P.O.Box
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Accounting FormsAccounting Forms
Donna LevayDonna [email protected]@stmarysrelay.org
Questions?Questions?
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David SmithDavid SmithOnline and Logistics LeadOnline and Logistics Lead
Online &Online &Marketing ToolsMarketing Tools
Streamlined Registration
2015 Streamlined Registration Process
– Completely rebuilt the registration form to make it easier and fasterfor you to use.
– Shortened the registration form by almost half, eliminating several questions.
– If you've participated in an American Cancer Society event in the past, you don't have to answer those questions again!
Your Dashboard
• Receive important news from your event committee
• Send your fundraising emails
• Download and manage your Facebook fundraising app
• Check your fundraising status
• Manage your thank-you messages to your donors.
Personal Page Customization
• Update Your Fundraising Goal • Customize/Edit Your Personal
Page – Page Title– Set a Custom URL– Edit Your Story– Upload a photo or video to your
Personal Page
• Features also avialible for Teams!• New Help Guides!
• Statistics show that the most effective form of online fundraising is still email.
• The email process starts with contact management. Importing and exporting contacts, creating groups, and deleting contacts is not only easier — it’s fun!
• Selecting a sleek, new template and sending an email through the application is faster, so you'll be able to send more emails (and raise more money!) than ever.
Online Toolbox
Online Toolbox and Resource Center is Available:– From Dashboard When
Logged on
– From Main Event Page When Not Logged In
Online Toolbox:Help GuidesTEAM AND PARTICIPANT HELP GUIDES
– Chapter 1: Register Online– Chapter 2: Online Fundraising Tools - Your Relay Dashboard– Chapter 3: Managing Your Online Information– Chapter 4: Managing Your Personal Relay Website– Chapter 5: Emailing From Your Relay Dashboard– Chapter 6: Managing Your Fundraising Success – Chapter 7: Tracking Your Team’s Efforts – Chapter 8: Online Fundraising Tools - Team Captains Only– Chapter 9: Donate Online
Online Toolbox:Forms and DocumentsFORMS & DOCUMENTS
– Hope Brick Form - Please add a Hope Brick to the Garden of Hope in the name of someone who has been touched by cancer
– Survivor Form - The American Cancer Society would like to honor your victory in the fight against cancer.
– Accounting Guidelines - Instructions below for turning in your team money to ensure we capture the correct information
– On Site Fundraising - Used if your team will be conducting on-site fundraising
– Luminaria Form - For offline luminaria purchases
Online Toolbox:Event Marketing • Press Releases
– Is your fundraiser open to the public? Don’t forget to promote it!– Submit a press release and add to public calendars 2 weeks in advance.– If you need assistance writing or submitting a press release, please email
Christy Gilliland at [email protected].• Team fundraisers can also be posted on our website
– Send who, what, where and when (at least 2 weeks in advance) to David Smith at [email protected]
– Include flyers as PDF documents• Downloadable Tools (Online Toolbox)
– Flyers 101 - The essential steps in creating an effective flyer for your event– How to write a Press Release– Press Release Contacts
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Online & Marketing ToolsOnline & Marketing Tools
David SmithDavid [email protected]@stmarysrelay.org
Questions?Questions?
RELAY FOR LIFE RELAY FOR LIFE OF ST MARY’S COUNTYOF ST MARY’S COUNTY
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Jen KearnsJen KearnsFundraising Lead Fundraising Lead
FundraisingFundraising“Ask Jen” “Ask Jen”
Bark For Life
• First year was a HUGE Success– Raised over $7500
• August 8th 2015• Lancaster Park, Lexington
Park MD• Looking for ELT for Bark
For Life• Sponsors and Team
participation
RELAY FOR LIFE RELAY FOR LIFE OF ST MARY’S COUNTYOF ST MARY’S COUNTY
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Barbara AndersonBarbara AndersonACS CAN LeadACS CAN Lead
ACS CANACS CAN
RELAY FOR LIFE RELAY FOR LIFE OF ST MARY’S COUNTYOF ST MARY’S COUNTY
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2015 2015 Relay InfoRelay Info
Melanie SmithMelanie SmithEvent LeadEvent Lead
Tom CavanaghTom CavanaghEvent Co-LeadEvent Co-Lead
2015 Progress Towards Goals
Total Dollars to Raise $260,000
Teams 104Participants 1200
Survivors 175Bark For Life
$8000.00
Shout Outs
Margaret Brent Panthers $3,065.00 Imagine One & Friends $2,900.00 Piney Point Beacons $2,177.90 Struttin' for Sambo! $1,890.00 Ridge Moonwalkers $1,369.56 Hollywood Elementary $1,354.00 LES Ospreys $1,215.00 Mechanicsville Mustangs $1,096.00 Evergreen Elementary $1,037.50 Avian Celebrates Life $960.00
Team StandingsTeam StandingsDanielle Welch $1,532.50 *Joan Bartz $1,532.50 *Frances Taborek $672.00 Jenifer Kearns $622.80 Melissa Magin $600.00 Teresa Spalding $500.00 Renae Redmond $496.23 Megan Heinrich $477.50 Gerald Hicks $435.00 Janet Shlegle $420.00
Participant StandingsParticipant Standings
Teams: Teams: 6464Participants:Participants: 262262Total Raised:Total Raised: $29,011$29,011
Relay 2015
• Date: – June 6, 2015
• Location: – St. Mary’s County Fairgrounds – Rain or Shine we will be fine!
• Survivor Reception– Same day as Relay at the fairgrounds. – Start time 3:30
• Time 6PM -2AM – Trying something new this year, that we are hopeful will encourage
teams to stay for the duration. – Importance of Youth Participation Forms and Chaperones, making sure
all kids have rides home.
Relay 2015
• No registration fee! – $100 raised gets membership into
Hope Club, earns event T-shirt– $100.00 must be posted online by
April 30th 2015. To earn T-shirt • Theme:
– Streets of America• Campsite Selection
– Based on total dollars raised. There will be challenges and opportunities to win early campsite selections.
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Draft EventDraft EventMapMap
Stage/DJ
Survivor Reception
Park
ing
Park
ing
$
Campsites (20)Campsites (14)Campsites (20)
Cam
psite
s (10
)
Cam
psite
s (11
)
Cam
psite
s ~5
Food
Site
s
Hope Garden
Campsites (20)
Cam
psite
s (12
)RE
GIS
Mission/Luminaria
Team Captain Meetings
• March 18th, 6:00 – 8:00 PM Fairgrounds • April 14th, 6:00 – 8:00 PM Tech Center• May 6th, 5:30pm – Bank Night Only
@ Lexington Park Library Last opportunity to turn in money for campsite
selection• May 11th 6:00 – 8:00 PM Tech Center
CAMPSITE PICK All $$ must be posted online by May 10th. We will schedule a bank night the week prior. Bank Night at this meeting will not count
towards campsite selection Onsite Fundraiser form turn in deadline.
• May 26th 6:00 – 7:30 Tech Center T-shirt Pick Up Only, No Meeting .
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Melanie Smith Melanie Smith Tom CavanaghTom Cavanagh
[email protected]@stmarysrelay.org
Questions?Questions?
Contact information:
Melanie Smith, Event Lead or Tom Cavanagh, Event Co Lead
Susan Connelly, [email protected]
‘www.relayforlife.org/stmarysmd
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