Great West Regional Relay Summits
2012-2013
WORKING DRAFT AGENDA as of 9-20-12
Friday – Making Relay Leadership Happen
Event Chair and Team D. Chair Leadership Training
10:30am – Noon
Registration Open
Materials: Lanyards, nametags, name badge ribbon, Friday game board, Volunteer appreciation cards for
Event Chairs and Team D signed by CRMs and/or council, purple binders (leadership gets theirs Friday,
everyone else on Saturday)
11:00am – Noon
Lunch (Event and Team D Chairs)
 Buffet Lunch
 If time and space permits have lunch in a different room other than the
General Session room
 Have word jumble on lunch tables
Materials: Word Jumble on lunch tables (optional)
Noon - 12:30pm
Opening General Session:
(Event Chairs, Team D. Chairs and Youth all together
 Welcome and Roll Call - Emcee


Leadership Welcome to our Leadership Volunteers and Big Picture/Region
Message – COO, VP or DED 5 minutes
Emcee Inspiration/ State of Relay/ Mission - Message tie to Making Hope
Happen to illustrate the importance each one of us has in the fight against
cancer - 10
CPS III video & Closing – 5 minutes

Team assignments for evening activities – 5 minutes

Materials: Ear buds and non-woven totes on table setting, National DVDs (will be available end of September)
I Relax - One Function and Move Break (10 minutes)
Created on 10/10/2012 7:43:00 PM
1
At those summits with large Youth Tracks, youth events will go to “The Campus
Track” at this time. They will rejoin the other attendees at Rotating Relayers.
12:40 – 1:40pm
Break up NEW Event Leadership, VETERAN Event Leadership & YOUTH
 “Making Leadership Happen: Leadership Essentials” - NEW Event and Team
D Chairs
 Materials: See Guide: Decorations, music, 1 flip chart pad, post it notes (one
stack on each table), Hershey’s Kissess, Tootsie Rolls, DumDums, Mints and
Jolly Ranchers, Relay History Handout, What’s My Job Handout, Timeline
Activity Strips prepped BEFORE Summit

“I Lead: Advanced Relay Training” - VETERAN Event and Team D Chairs
 Materials: See Guide: Decorations, music, 2 flip chart pads, index cards, stop
watch, candy, 5 D Assessment Handout, and Growth Plan Worksheet

The Campus Track: For event leadership from youth events.
 Materials: See Guide: Decorations, music, flip chart pads, scissors, tape,
easels, markers, notecards, luminaria bag, birthday hat, play money, picture of
a camping tent, letters that spell HOPE, pens and paper, scenarios, succession
planning handout, team building handout, virtual survivor handout
I Relax - One Function and Move Break (10 minutes)
1:50 - 3:05pm
All Community Event Chairs and Team D are combined, Youth still in the
Campus Track
 Creating Relay Success!: Meeting Mastery (ALL Event & Team D Chairs)
 Materials: See Guide: Decorations, music, 1 flip chart pad, Meeting Mastery
Learner’s Guide, post its, painters tape, costumes for actors (5 colored hats
and survivor sash)

The Campus Track
 Materials: See Guide: Decorations, music, flip chart pads, scissors, tape,
easels, markers, notecards, luminaria bag, birthday hat, play money, picture of
a camping tent, letters that spell HOPE, pens and paper, scenarios, succession
planning handout, team building handout, virtual survivor handout
3:05pm
I Relax - One Function and Move Break (10 minutes)
 Have refreshments/water in the hallways between sessions and quick
snacks like crackers or granola bars in breakout rooms if possible.
3:15 – 6:35pm – Rotating Relayers! - Learning Stations and Breakout Rotation (include all who come
on Friday). Participants get a game board that they take to each of the 3 sessions. When their
boards are complete, they are able to enter their name into a drawing.
3:15 – 4:15pm
Rotating Relayers
 Group A (Celebrate Group): Hanging with Relayers (Learning Stations)
o At each of the 5 Learning Stations participants will pick up a
letter at each station R-E-L-A-Y. Once they spell RELAY, they are
finished. If you have a smaller summit, you could keep one
station empty during each 11 minute rotation in order to give
Created on 10/10/2012 7:43:00 PM
2
one table a break. You could also put the presenters on the
inside of the room facing the walls to keep their voices from
travelling too much. If you have facilitators on a break, ask
them to be quiet.
o 5 Learning Stations: 2 people to lead each station
 eCommunications
 Materials: See Guide: laptop, projector, 3 handouts:
segmented audience, communication calendar, SMS
quick start guide

Mission Delivery
 Materials: See Guide: programs and services “rip
cards”, building bricks, index cards printed with
mission information, programs and services
roadblocks handout

Relay Recess & Relay Field Day
 Materials: See Guide: Activity handout, activity
answer key, relay recess and relay field day info
sheets

Relay Resources
 Materials: See Guide: 2-3 laptops, projector, list of
council training calls (if applicable), contact
information for Regional Council, list of Staff Partners
and assigned events, Relay Resources Handout,
Screen Shots Handout

Ceremonies
 Materials: See Guide: ceremonies handout, fight back
flags

Group B (Remember Group): DrawSomething
o Please make sure a Staff person is in this session
o Objective: To share new concepts that are being rolled out for
FY13.
o Materials: See Guide: 4 full flip charts, markers, game cards, timer,
candy

Group C (Fight Back Group): Scramble with Relayers
o Objective: The purpose of this session is to allow event
leadership to network and share ideas.
o Materials: See Guide: Decorations, music, flip chart paper, markers,
timer, game cards, post it notes
4:20-5:20pm



Group C (Fight Back Group): Hanging with Relayers
Group A (Celebrate Group) : DrawSomething
Group B (Remember Group): Scramble with Relayers



Group B (Remember Group): Hanging with Relayers
Group C (Fight Back Group): DrawSomething
Group A (Celebrate Group): Scramble with Relayers
5:25-6:25pm
Created on 10/10/2012 7:43:00 PM
3
I Relax 5 minute BREAK
6:30
Relay Game Night – Event & Team D Chairs
 6:30 – Welcome, mingle, network, light dinner, fun, non-structured,
food stations
 7:00 – CRFB Trivia
 7:45 – Minute to Win It
 8:15 – Hope Awards
 Recognition Mega Events and new ones welcomed to the club.
Materials: See Guide: Blinky buttons on tables, music playing, decorations, screen, projector, computer with
power point, team number cards, microphones, decide on which Minute to Win It games you will play (see
instructions sheet) and get appropriate materials, handouts with trivia questions and answers to give to
leadership after the trivia game is played.
Saturday – Event Chairs, Team D Chairs and Sub-Committee Chairs
7:00am
Set-up Team
 Registration
 Breakouts
 General Sessions
 The “Experience” (music, signage, balloons)
Materials: See Registration Shopping List – balloons, name badge materials, badge ribbons, Pacesetter and
Mega Event ribbons, lanyards, binders, handouts for binders, registration signage, decorations, table cloth,
floor decals, hanging signs from ceiling, photo contest winner pictures, Pacesetter recognition, Sail Banners,
recognition posters, photo contest photos, Hope Awards that are being displayed rather than announced, DVD
from National Summit, ream of paper
8:00 – 9:00am
Registration Check In
 Pacesetter Recognition
 Pacesetter/Mega Special Table for Reg.
 Top Fundraiser Pins
 Survivor Reception postcard invitation (optional)
Materials: See Registration Shopping List – balloons, name badge materials, lanyards, binders, handouts for
binders, registration signage, decorations, table cloth, butcher paper, something for thumb prints
8:00 – 9:00am
Hero of Hope Survivor Reception
 Survivors get or make their “flag” with their years of survivorship
and then they enter into the GS room (I Celebrate Survivor Poster)
 Play music
 Have a microphone for an extra-large group
 Be sure to have greeters at the door and an inviting sign
 8:45am – provide instructions for the survivors for entering the
General Session (have all survivors return back at that time if they
want to leave the room to network, shop, etc.)
Created on 10/10/2012 7:43:00 PM
4
Materials: See Hero of Hope Survivor Reception Instructions. Survivor gift: Star Keychain, markers,
decorations, I Celebrate Survivor Poster – 1 per survivor (see shopping list), Celebrate Sail Banner for survivors
to carry into Opening General Session
8:30am
Committee Rookie Welcome
 Do not use General Session Room
 See Committee Rookie Welcome Facilitator Guide
 Led by strong upbeat council members
 Make this time your own
 Ideal: cocktail tables, music playing, greeters
 Ideas: go over expectations of the day, be a sponge/take it all in, who to
look for in a XX shirt if you need help, we are so happy you are here!!
Materials: See Committee Rookie Welcome Facilitator Guide: upbeat, decorated room.
Do not let People in General Session Room more than 15 minutes prior to start if possible – Do Grand
Opening & Open Doors with High Energy Music Playing, Committee Cheering and dancing, etc
9:00 to 10:20am
Opening General Session









Welcome & Roll Call | Opening with high energy music and leading into a fun roll
call of all the events present. Emcee(s) - 10 minutes
Show Us Your Hope: Survivor Lap + Celebration | Celebrating our survivors with a
mini-Survivor lap, leading into celebrating our newest and longest survivors –
Emcee(s) 10 minutes
Leadership Welcome/Setting the Stage - VP, COO, CEO – 5 minutes – Highest level
staff leadership available
Gordy Klatt Video – 5 minutes
State of Relay For Life (Emcee or other strong presenter) – 10 minutes
100th Anniversary Video – 2 minutes
How to Lead Relayers | A solid challenge to us on how we approach the Relay For
Life in our own communities. Content straight from our national marketing director
Marty Coehlo (watch his video prior to giving presentation) Motivational Presenter –
18 minutes
The ACS CAN Ask | Sharing Michelle’s Law, you will be leading the way to challenge
Relayers to sign up or re-enroll as ACS CAN members. The more rapport you build
early on, the easier this ask will be. Show passion, talk about Michelle’s Law and
what ACS CAN is doing…and then make the ask! For the ask, you should have
council members ready with baskets to accept the enrollment/renewal forms as
they come in. Recognize people as they sign up and commit and cheer them on.
Use music to make this fun! – 12 minutes – Emcee
Dream Big, Relay Bigger Call to Action - fill out forms/Housekeeping – 6 minutes Emcee
Materials: networking cards on tables, purple binders, ACS CAN forms and $20 level gift: little purple shoe,
calendars, Pacesetter and Mega Event table decorations, Gordy Goal/Welcome Letter 8 1/2 x 11 posters - ONE
should be on every person's place setting in the opening session, Mega Event Experience Flyer, Colon Cancer
Research Flyer, Required music: Stronger
Created on 10/10/2012 7:43:00 PM
5
I Relax - 10 minute move BREAK
10:20am
Prep General Session room for lunch session
Room Hosts - make sure rooms have what they need
10:30 – 11:45pm
Morning Meetups **
1.
2.
3.
4.
5.
6.
7.
8.
Sponsorship

Materials: flipcharts, 4 documents at the end of the guide, 4 embedded documents in
sections IV, light colored paper, crayons or markers, index cards, music, candy
Publicity

Materials: flipcharts, 4 documents at the end of the guide, light colored paper,
crayons or markers, index cards, music, candy
Advocacy

Materials: flipcharts, 5 documents at the end of the guide, light colored paper,
crayons or markers, index cards, music, candy
Mission Delivery

Materials: flipcharts, 4 documents at the end of the guide, light colored paper,
crayons or markers, index cards, music, candy
Youth Involvement

Materials: flipcharts, 4 documents at the end of the guide, light colored paper,
crayons or markers, index cards, music, candy
Accounting and Registration - Part 1 (Accounting)

Materials: Accounting Kits need to be prepared in advance: play money, batch, FedEx,
cash donation form, credit card forms, flipcharts, 5 documents at the end of the guide
Your Relay Online: Tips and Tricks to Becoming an Expert

Materials:
The Campus Track – Get the Money! (College & HS)

Materials: decorations, flip charts, tape, easels, markers, notecards, “hello: my name
is” stickers, rubber bands, ping pong balls, yarn, balloons, paper and pens, programs
and services handout, research handout and how your donations make a difference
handout
Skill Based
1. Beyond the Ask, Learn how to overcome barriers when “making the ask” in your
community. This session will provide a strong foundation of the skills necessary to create
and build effective relationships in the community in order to expand the reach of the
American Cancer Society.

Materials: candy, Beyond the Ask Learner’s Guide, Opening Activity table tents, flip
charts, 2 flip chart easels, painter’s tape, markers, timer, hats with note cards
attached
2. The Team Captain Experience, This is a highly interactive session that will allow you to
experience a quality Relay Kick-off and Team Captain’s meeting! You will learn how YOU
can help keep Team Captains engaged and motivated throughout the year.
 Materials: candy, Kick off placemat/team captain meeting placemat (back to back),
feed your teams a MEAL handout, Sue Story handout, team captain personas,
hats/costumes, new t-shirt samples, 2 flip charts and easels, sign for Online Station, 46 balloon bunches, music, stage wrap, I CAN Fight Back banner, Community that takes
up the fight banner, posters and brochures, fundraising posters, door prize,
fundraising club items, fundraising club signs, pink flamingo (or other fundraising idea
prop), team captain gift, mission items for survivor sue skit: ACS/Reach to Recovery
info, Look Good Feel Better Bag, bra, mirror, wig, turban, phone, large sign with 1800-ACS-2345 on it, make up brush
3. I’m NEW!: Relay Basics – Are you new to Relay? Not completely comfortable in your new
role? This is the session for you!
Created on 10/10/2012 7:43:00 PM
6

Materials: candy, flip chart and easel, 3 documents embedded in the guide:
participant worksheet, RFL Standards, Volunteer/Staff Partnership
** Note: Some breakouts may be combined due to size & space
I Relax - 10 minute move BREAK
11:55pm- 1:35pm
Lunch General Session












Photo Slide Show scrolling during lunch
Decorate Luminaria bag during lunch
Lunch – 25 minutes (need to start session on time, open doors 11:45am)
Bark For Life Video – 3 minutes
Relay Field Day Video (Adult version) – 5 minutes
Youth Task Force Presentation - 8 minutes – YTF presenters
Caregiver Story – 1 minute introduction/ 8 minute max presentation –
Caregiver Volunteer (should have 2-3 pics)
Luminaria | A moving video tribute to ‘remember’ –8 minutes - Emcee
Research Video – 4 minutes
Relay Recognition | Recognizing the success of Relays who are at the top
of their game and funding the Research in significant ways – 25 minutes VP/DED and/or Emcee
Making Hope Happen Trio – 10 minutes -3 “Dream Big” volunteers/Emcee
o Each person should share their inspirational story in TWO minutes
each. Rehearsal is key! They need to be passion, speak from the
heart, but have scripted what they did to Make Hope Happen,
Dream Big and Relay Bigger.
o 6-7 minutes for stories TOTAL– 3 minutes for surprise award they
each receive from Emcee
Call to Action/Dream Big...Relay Bigger/Housekeeping – 3 minutes Emcee
Materials: Glow sticks, Mega Event thank you cards – one for every place setting for every mega event signed
by council, luminaria bags, markers, YTF Contact Info Sheet, Childhood cancer handout, Making Hope Happen
Certificates (for Hope Trio), Required Music: “My Name is Lincoln” by Steve Jablonsky, “Home” by Phillip
Phillips, Awards Supplies (as they apply to your Summit):
National/Division Awards
- All American Relay Award
- Colleges Against Cancer Awards
- Gordy Klatt Number One Net Income Award
-
Gordy Klatt Number One Per Capita Award
-
Gordy Klatt Power of Hope Award
-
Heart of Relay Award
-
Nationwide Division Choice Award
-
Nationwide Division Per Capita Award
-
Nationwide Power of Hope Award
-
Nationwide Number One Rookie Event Award
-
Nationwide Online Communications Award
-
Nationwide Per Capita Award
-
Nationwide Team of Excellence Award
Created on 10/10/2012 7:43:00 PM
7
-
Nationwide Top Individual Fundraising Award
-
Nationwide Top Net Income Events
-
Nationwide Top Online Event Fundraising Award
-
Nationwide Top Online Individual Fundraising Award
-
Nationwide Top Team Fundraising Award
-
Terry Zahn Award
Division Awards
-
Pacesetter ( need banners)
-
Mega Event (need Welcome to Mega Event banner)
I Relax - 10 minute move BREAK
1:35pm
Prep General Session room for closing session
Room Hosts - make sure rooms have what they need
1:45 – 3:00pm
Afternoon Meetups
1.
2.
3.
4.
5.
6.
7.
8.
Registration & Accounting – Part 2 (Registration)

Materials: candy, flip charts, flip chart easel, index cards, 3 documents at the
end of guide
Entertainment & Activities

Materials: flipcharts, 4 documents at the end of the guide, light colored
paper, crayons or markers, index cards, music, candy
Food & Hospitality

Materials: flipcharts, 4 documents at the end of the guide, light colored
paper, crayons or markers, index cards, music, candy
Luminaria

Materials: flipcharts, 4 documents at the end of the guide, light colored
paper, crayons or markers, index cards, music, candy
Survivorship

Materials: flipcharts, 4 documents at the end of the guide, light colored
paper, crayons or markers, index cards, music, candy
Logistics

Materials: flipcharts, 4 documents at the end of the guide, light colored
paper, crayons or markers, index cards, music, candy
Your Relay Online: Improving the Experience

Materials: flipcharts, music, candy
The Campus Track – Get the Fun! (College & HS)

Materials: decorations, flip charts, tape, easels, markers, notecards, glue,
pom poms, wooden sticks, beads, sequins, yarn, small Relay mementos,
balloons, stickers, pipe cleaners, paper and pens, table tents, relay track
handout, themed fun for everyone handout. See guide for other materials to
be saved on flash drive, posted on website or emailed.
Skill Based
4. Beyond the Ask, Learn how to overcome barriers when “making the ask” in your
community. This session will provide a strong foundation of the skills necessary to create
and build effective relationships in the community in order to expand the reach of the
American Cancer Society.

Materials: candy, Beyond the Ask Learner’s Guide, Opening Activity table tents, flip
charts, 2 flip chart easels, painter’s tape, markers, timer, hats with note cards
attached
Created on 10/10/2012 7:43:00 PM
8
5.
The Team Captain Experience, This is a highly interactive session that will allow you to
experience a quality Relay Kick-off and Team Captain’s meeting! You will learn how YOU
can help keep Team Captains engaged and motivated throughout the year.
 Materials: candy, Kick off placemat/team captain meeting placemat (back to back),
feed your teams a MEAL handout, Sue Story handout, team captain personas,
hats/costumes, new t-shirt samples, 2 flip charts and easels, sign for Online Station, 46 balloon bunches, music, stage wrap, I CAN Fight Back banner, Community that takes
up the fight banner, posters and brochures, fundraising posters, door prize,
fundraising club items, fundraising club signs, pink flamingo (or other fundraising idea
prop), team captain gift, mission items for survivor sue skit: ACS/Reach to Recovery
info, Look Good Feel Better Bag, bra, mirror, wig, turban, phone, large sign with 1800-ACS-2345 on it, make up brush
6. I’m NEW!: Relay Basics – Are you new to Relay? Not completely comfortable in your new
role? This is the session for you!
 Materials: candy, flip chart and easel, 3 documents embedded in the guide:
participant worksheet, RFL Standards, Volunteer/Staff Partnership
** Note: Some breakouts may be combined due to size & space
I Relax - 15 minute move and SNACK BREAK
3:15 to 4:30pm
Closing General Session









Global Relay For Life Video-4 min
Online Video –2 min
Online Skit – 4 min - Emcee
ACS CAN Update/Services Update/Thank yous – 8 min - Emcee
Nutrition/Saving Even More Lives Presentation– 12 minutes – Top
Presenter
Relay Big and Recognize Bigger…Recognition Programs – 15 minutes Emcee
The Challenge: What If? Gordy Goal Challenge– 15 minutes – Closing
Presenter
Personal Thank You from Emcees/Signoff – 2 minutes
Closing Video – 5 minutes
Materials: Glow batons, stadium cup with lid, 24x32 Big Gordy Goal event posters – 1 per event, Nutrition
Research Flyer, Relay Rumblings: Summit Edition, Programs & Services Rip-Card
4:30
Committee Debrief & Action Planning (Optional)
Find location for Chairs to meet with their committees – utilize round tables in
breakout rooms and have rooms assigned at Registration preferably vs. using
General Session room)
Created on 10/10/2012 7:43:00 PM
9