Welcome to Relay For Life NordicStyle! 2009 Relay For Life NordicStyle Trapp Family Lodge March 7-8, pm - 8 am

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1 Welcome to Relay For Life NordicStyle! Thank you for being a part of the American Cancer Society Relay For Life of Lamoille County! The Team Captain s packet will help answer questions and provide tips to make this meaningful event fulfilling and fun in the fight against cancer Relay For Life NordicStyle Trapp Family Lodge March 7-8, pm - 8 am Whom do I contact with questions? Barry Russo ~ Tri-Chair (802) Chad Cuto ~ Tri-Chair (802) Jessica Swartley ~ Tri-Chair (267) Ali Fredette ~ Team Development Co-Chair (802) Jessica Blais~ ACS Staff (802) Tanya Walker~ ACS Staff (802) barry@ournewadventure.com chadc@stoweflake.com jskwartley@destinationhotels.com tranquildreamer@mac.com jessica.blais@cancer.org tanya.walker@cancer.org

2 SIX STEPS TO RELAY 1. Form a Team and Register a. Teams can be any size - even a team of one! Other options include joining a team that is accepting outside members or creating a virtual team online if you are unable to attend the Relay in person. Virtual teams will be recognized at Relay! b. Choose a name for your team. c. Register your team online at Follow the enclosed Team Captain instruction sheet for details. d. Once your team is registered, get your team members commitment online as well. Follow the enclosed Team Member instruction sheet for details. Members will need to register by January 17, 2009 and raise at least $100 to be guaranteed a Relay For Life shirt in the correct size. e. Commitment fee is $10 per person. Cancer Survivors do not pay the fee. 2. Start Fundraising a. Each participant is asked to raise a minimum of $100. b. Luminaria are sold by donation with a $5 minimum. Luminaria donations do count towards your fundraising total. c. Send fundraising s and letters to family and friends encouraging them to donate online through the secure website. d. Consider having a team fundraisers, such as bake sale, car wash, etc. e. Consider an onsite fundraising activity at Relay (sell food, raffle a prize, etc.) f. Check the website for more ideas 3. Promote your Team and its Team Message a. Create a team banner for the Team Lap and decorate (optional) your campsite. b. Promote a cancer message at Relay (optional) (visit for ideas.) c. your message to family and friends (i.e. Have a colonoscopy if your are over age 50, Don t forget your annual mammogram, etc.) 4. Communicate with your Team a. Consider holding a team meeting to plan fundraising activities, team message, your campsite and banner. b. Stay in touch with your team members! works great and is easy. c. Check the website, including the bulletin board, for posted items and updates. 5. Invite Survivors and Caregivers to the Relay event a. Invite survivors and caregivers to the reception given in their honor. b. Invite survivors and caregivers to participate in the honorary opening lap of Relay. c. Survivors may participate at any level and do not have to be on a team to participate. 6. Plan to have a fun and meaningful time a. Enjoy the entertainment and fun activities. b. Witness the power of Relay during the Survivor Lap and Luminaria Ceremony. c. Create lasting memories while helping to make a difference in the fight against cancer.

3 Creating a Team The heart and sole of the Relay For Life NordicStyle are the people who participate on a team. Creating a team is easier than you think! Here is a list of steps you can take to put together a successful and fun team. 1. Choose a team captain. This person works with the Relay For Life NordicStyle Leadership committee and the American Cancer Society to make sure the team is organized, collects registration and donations. They also attend the team captain meetings in the months leading up to Relay. 2. Choose the team members. Cross country skiers, snowshoers, walkers, runners and strollers are all welcome. Look to your co-workers, friends, family members, your church or social clubs. Teams should have 8-12 people. Remember, at least one member of the team must be on the track at all times! 3. Register your team and pay a commitment fee of $10.00 per person! Registration is available online at Please contact a member of the Leadership Committee if you are unable to register online. Please keep in mind, you are not officially a team until your commitment fee is paid. 4. Fundraise! We ask each member of the team to raise a minimum $ in contributions. This can be done on an individual level or the team can hold fundraisers (a list of suggestions is included) or do both! Prizes will be awarded to the top fundraising team and individual, as well as a list of incentive gift rewards that are available at various fundraising levels. 5. Name the team! Pick a team name and build on that theme. You can decorate your campsite to let other teams know who you are and to show your Relay spirit. Prizes will be given out for most creative team name and campsite! So get crazy and have fun. 6. Come to the Relay! Put up your tents and stay the night. Bring the family and enjoy activities, eat, listen to music, light a Luminaria and ski, snowshoe, walk, run or stroll to fight cancer!!!

4 Dates to Remember Summary Sheet for Team Members January 10, 2009: Kickoff and Rally with team information 3:00-5:00 pm Vermont Ski Museum One South Main Street Stowe, Vermont January 17, 2009: March 7, 2009: March 8, 2009: Registration deadline to receive a t-shirts (must raise at least $100 to be guaranteed a Relay For Life shirt in the correct size.) Relay For Life NordicStyle Team Captain Check-in begins at 2:00 p.m. Final event schedule will be posted online and sent to all Team Captains. Last lap at 6:00 a.m. followed by Breakfast, Awards and Closing Ceremonies in the Lodge. Important Definitions Survivor: The American Cancer Society considers a person to be a survivor from the moment of diagnosis. Caregiver: The American Cancer Society considers a caregiver to be anyone who has had a direct responsibility for the care (physical or emotional) of a person who has had cancer - living or deceased. Please be sure to invite all Survivors and Caregivers to Relay! Survivors do not need to be on a team or stay overnight to participate. Survivors do not pay a registration fee. Relay Awards Fundraising awards will be presented to both the top individual and top team who have turned in the most money by Saturday, March 7 at 10:00 p.m. The cutoff for online donations to be included in an individual s or team s total is Friday, March 6th. Pending donations or uncollected pledges will not be counted towards fundraising totals in the award categories. Top Fundraising Individual Cutoff for online donations is 12:00 noon, Friday March 6. Top Fundraising Team Cutoff for online donations is 12:00 noon, Friday, March 6. Team Spirit Award Awarded for spirit, enthusiasm, creativity, and best campsite incorporating a cancer education message Lamoille County Relay For Life NordicStyle Goals: Event fundraising goal: $74,000 Increase our number of teams from 35 to 50 Increase the number of participating Survivors from 32 to 50

5 Team Captain Responsibilities Register your team online at or if you are unable to register online, please contact Tanya Walker at Participants who raise a minimum of $100 or more will each receive a T-shirt if registered by January 17, After that, t-shirts are not guaranteed. As a Team Captain, it is up to you to make sure your team is well informed of the upcoming dates for meetings and to see that each member is filling out packet materials correctly. Distribute team envelopes and Luminaria bags to team members. Please make sure they record and separate both online and offline dollars raised in the box provided on the envelope. Keep track of your members using the large Team Captain envelope. Ensure each team member has paid their commitment fee of $10. Help your team members establish a goal for their collections. Assist any members if they do not understand what needs to be done. Set a date for team members to return their envelopes to you (REMEMBER: Team envelopes are due on Bank Night but we always accept more money at the event.) Calculate and write the totals on the Team Member envelopes as well as the Team Captain envelope. Make sure the Team Name and Team Captain are listed on the outside of each team envelope. Use the website as a great tool to achieve fundraising goals. The Luminaria (candle lantern) ceremony is held in memory and honor of friends and family who have had or have cancer. These bags are typically decorated with photos, words, whatever one chooses. Please see Luminaria explanation sheet & pricing information. At the Relay, each Team Member shares the walk during the event. You will need to bring your own food, sleeping bags, tarps and tents, warm winter gear and whatever else you need to get you through the night. There will be limited food and beverages donated to the cause, for the people doing the Relay.

6 Team Member Responsibilities Team Members should register online at or contact us if you are unable to register online. The commitment fee is $10 per person. Participants will each receive a T-shirt provided they register prior to January 17, 2009 and raise a minimum of $100. T-shirts will be available to purchase at the day of the event for $15 each. As a team member, it is hoped that you will be able to collect at least $100 in pledges from people or organizations. Gift reward incentives are available at various levels of fundraising. Make sure donor information is accurately entered on the outside of your envelope. Enter each donor s donation amount next to their information. If you run out of space on the outside of the envelope, make a copy of the envelope and place it inside of the envelope. Before you hand in your envelope, it would be helpful to your team captain and the RFL staff if you could convert your coin donations to cash or checks. (Most banks and credit unions have coin counting machines so you don t even have to do it yourself!) Write the total on the outside of the envelope on the Total line. If you have used additional sheets, please note it under the Total line. Make sure your name and your team s name are on the top of the envelope. Deliver your envelope to your team captain before Bank Night. The large envelope is used by each team member to record and store pledges and Luminaria money. Please make sure you record donations accurately. Do not record credit card donations on this envelope. PLEASE DON T PUT DECORATED LUMINARIA BAGS IN THIS ENVELOPE. A Luminaria (candle lantern) ceremony is held in memory and honor of friends and family who have had or have cancer. These bags are typically decorated with photos, words, or whatever one chooses. Please see Luminaria explanation sheet & pricing information. At the Relay, each team member shares the walk during this 12-hour event. You will need to bring your own food, sleeping bags, tarps and tents, warm winter gear and whatever else you need to get you through the night. There will be limited food and beverages donated to the cause, for the people doing the Relay. If you would like posters or additional promotional materials to put up at your place of business, please contact Tanya Walker at or Tanya.walker@cancer.org.

7 PLEASE HELP US GO CASHLESS! Your Leadership Committee respectfully requests your assistance in helping Relay to go cashless. We ask that you convert all cash to a bank check or money order. This will reduce check-in and processing time. Of course, this request will not apply to any on-site fundraising at the Relay event. Important note: DO NOT convert your team cash into a personal check. Doing this will result in future solicitations to the check writer at a high donor level. Thank you for your assistance!

8 Lightning the Way to Hope with Luminaira 1. What is Luminaria? White bags that are sold by participants to their friends and family in honor of or in memory of people who have been affected by cancer. On the day of the Relay, sand is put into the bottom of the bag with a candle. The bags are then placed around the track to light the way through the night. Luminaria is a meaningful way to keep the eternal light of a loved one who has fought their battle with cancer and honor those who are still fighting their battle. 2. What is Luminaria ceremony? The Luminaria ceremony takes place after all candles in the bags have been lit. Everyone then takes some quiet time to look at the decorated bags and to consider the heartfelt stories behind them. The ceremony is another visual reminder of why everyone has joined together to support the American Cancer Society Relay for Life. The names of all Luminaria bags are read one by one during the ceremony. 3. How do I sell the Luminaria? Explain to friends and family what a Luminaria is. For the friend or family member who has never seen a Luminaria ceremony, explain to them the importance of the ceremony and its significance. 4. How many do I have to sell? Each team is asked to sell as many as they can to help raise additional money for Relay. The total number of bags sold goes towards your total money raised. 5. Where do I turn in the Luminaria and the money? On Bank Night, all Luminaria bags and money collected need to be turned in. Luminaria tracking forms and bags need to be kept separate from the Team Captain envelope. All Luminaria money goes into the individual Team Member envelope. 6. What is the Luminaria tracking form? Every time you sell a Luminaria, you must record all information on the tracking sheet. All forms have to be properly filled out in order to process credit for your total sales to your team.

9 COLD WEATHER PREPAREDNESS Relay For Life NordicStyle enters a new world of effort and commitment when taken on in the winter. A winter event can bring weather conditions that require special clothing and equipment. Proper hydration and nutrition are more important in the cold weather event than in a summer event. Teams should be prepared for the wide range of weather conditions possible in Vermont in the month of March. Clothing In general, clothing should be loose, layered, and clean. When clothes are not clean, the pores of the fabric do not allow for proper ventilation. Begin with a wicking layer of underwear. A synthetic, lightweight garment should be the base layer. Cotton should never be worn due to its moisture retaining properties. Next, participants should wear multiple layers of synthetic or wool garments (e.g. polypropylene, fleece). The last layer should be a shell that is windproof and waterproof. Wearing multiple layers provides more air space than one big thick layer. More air space is better for insulation and heat retention. It also allows for participants to don and doff layers as needed to regulate body temperature. Overheating produces sweat and moisture, possibly leading to cold weather injury. More than half of the body s heat loss is from the head. The head is the first part of the body to uncover when overheated and the first part to cover when cold. The old adage says If you feet are cold, put on a hat. Warm, insulating caps of wool, polypropylene, or pile are standard for cold weather. Headbands of the same material provide ventilation, but also keep ears warm. Mittens are warmer than gloves because they allow your fingers to snuggle together and share warmth. A pair of synthetic, pile, or wool mittens worn inside waterproof over mitts should be the standard. Gloves can also be used but provide less heat retention. Extra inner liners and several packages of hand warmers should also be carried. Boots should be loose enough to allow insulating socks to be worn and have enough air space to provide insulation. Given a choice between boots that are a hair too big versus ones that are too small, go with the larger pair. Participants should have worn their boots for long enough prior to the event to know that blisters won t be a problem. Wearing a lightweight polypropylene liner sock under a thicker wool sock can provide a wicking layer. Everyone should have several pairs of dry socks to change into if feet perspire. Nutrition and Hydration Participants are less likely to feel hungry or thirsty in cold weather versus warm weather. It is difficult to drink cold fluids in a cold environment; therefore warm beverages can be drunk to stay hydrated. Dehydration is one of the leading causes of cold weather injuries, like hypothermia and frostbite. Beverages containing caffeine and alcohol are diuretics and should be avoided. A camelback is an excellent way for participants to stay hydrated. Hydration packs should be worn under an insulating layer so as not to freeze. Prior to the event practice using a hydration pack. Liquid in the tube can freeze if not properly managed. (continued on next page)

10 (continued from previous page) Caloric intake should be increased during athletic events in the cold. Calories are working twice as hard to provide stamina as well as heat. Participants should eat small amounts of food regularly (e.g. every half hour) versus gorging every two hours. Gear A small flashlight or headlamp may be useful. Battery life is shorter in the cold weather, so extra batteries may be necessary. Duct tape and some sort of all-purpose tool, like a leather man or Swiss army knife; always come in handy with gear adjustments and repairs. A supply of duct tape can be wrapped around ski poles or pack straps so the entire roll needn t be carried. A heavy jacket (e.g. down) and/or sleeping bag will likely be needed during the rest periods. Team Support The Relay Main Tent will be heated with food and beverages provided. A small indoor area with fireplace will also be available for warming up inside the Touring Center. Teams will have a space to set up their own support tent along the course. Participants should consider the possible adverse weather conditions when selecting their support shelter. Shelters should be able to withstand wind, rain and snow. A 3-season tent with a double wall will withstand Vermont weather. These tents can be expensive, so borrowing one might be an option. Another shelter option is a few large tarps. With some ingenuity using poles and cords, a comfortable shelter can be improvised. Teams may also wish to bring cook stoves and related equipment to provide heat for cooking food and making hot drinks. Stoves range from small camping models to large grill type units. Participants should ensure proper fuel is used for the stove and enough is brought to last the entire Relay Other comfortable incidentals might include lawn chairs, blankets, lanterns, and a small piece of carpet for changing socks and a cooler. Headlamps are extremely helpful and strongly recommended!!!

11 RELAY FOR LIFE NORDICSTYLE PACKING LIST SUGGESTIONS Personal Clothing Items Packed? (Yes or No) Personal Comments & Reminders BASE LAYERS - to move moisture away from torso - your wicking layer Synthetic wicking shirt Synthetic wicking tights INSULATING LAYERS - to create multiple layers of air space with polypro, fleece or wool Shirt(s) Vest Pants OUTERMOST LAYER - to provide wind/water protection Vest or shell and pants Parka to wear when at rest inside support shelter or tent HEAD COVERING - to regulate internal body temp Hat or balaclava Neck gator or scarf Face mask Headband HAND PROTECTION Mittens Waterproof over-mitts FOOTWEAR & FOOTWEAR PROTECTION Cross country ski boots Insulated boots Thermal boot socks Waterproof over-boot covers Hydration (camelback w/water) (continued on next page)

12 (continued from previous page) MISCELLANEOUS ITEMS Headlamp or flashlight Extra batteries Insulated mug and/or thermos Energy bars and/or snacks CAMPSITE NEEDS Ground cover 3 or 4 season tent Insulating pad and/or mattress Sleeping bag Chair Cook stove-fireplace Fuel Lantern Cooler (to double as a stool) Warm beverages Food Duct tape Lighters for Luminaria ITEMS PROVIDED TO PARTICIPANTS AT RELAY Heated Winterized Main Tent Food & Beverage Restrooms and Fireplace available in Touring Center Port-o-lets

13 Track Schedule Time: Name of Person(s) Walking: 6:00-7:00 p.m. 7:00-8:00 p.m. 8:00-9:00 p.m. 9:00-10:00 p.m. 10:00-11:00 p.m. 11:00 p.m. Midnight 12:00-1:00 a.m. 1:00-2:00 a.m. 2:00-3:00 a.m. 3:00-4:00 a.m. 4:00-5:00 a.m. 5:00-6:00 a.m.

14 10 Steps to Team Captain Success 1. Obtain a team captain's packet 2. Recruit 8-12 team members. 3. Obtain confirmation (and commitment fee of $10 each) from each team member and select a team name by using the online tool via the Relay website at 4. Distribute the following while obtaining registration information: Survivor lap information Luminaria information Request for ideas for team theme Fundraising ideas 5. Communicate information on Relay activities, entertainment and other points of interest to team members. Visit the Relay website and view the latest Walk Talk newsletter. Walk Talk is a statewide Relay For Life newsletter published by the American Cancer Society Communications Department. If you have a story idea for the newsletter, please contact Jessica Blais at Jessica.blais@cancer.org. 6. Maintain on going communication to team members about Relay logistics and updates on activities. 7. Delegate responsibilities to team members for logistics at the event. For example: Who will bring the tent? Assign a time for each member to walk the track. If there are lap themes, determine costume for the lap. Who will bring coolers? Who will bring food and what type of food? Who will bring beverages and what type of beverages. (Relay is alcohol-free.) Who will set up the tent at the event with decorations for the theme? Who will bring gather costumes for the theme of the team? Who will break down the tent after the event? 8. Communicate to team members what to expect both now and when they arrive at the event. Starred (*) information will be in the event program they will receive at the registration table. Name of team and team captain Registration process Parking, tent location and map of event * Walking schedule for Relay Rules of the event * Schedule of activities * 9. Set a team fundraising goal, and work together if possible on fund-raising ideas. Determine when the team captain will collect the money to hand in at Bank Night. Encourage your team members to collect at least $100 in donations to receive a t-shirt! Make sure all pledges have been turned in. Make sure the amount of donations indicated on the outside of the participant envelope matches what is inside the envelope. Have the Team Captain (or designated replacement) turn in money at Bank Night. Make sure Team Member's name, complete address and Team Name is on the envelope and the waiver is signed. 10. Attend at least one of the Relay For Life Team Captain's meetings, stay positive, enthusiastic and "Get ready to Relay"!

15 TEAM CAPTAIN INFORMATION AND REGISTRATION CHECKLIST Team Captains must check-in at the Registration Table in the Main Tent between 2:00 4:00 p.m. Individual Team Members do not need to check-in. Team Captains should be prepared to turn in Team Captain and Team Member envelopes as well as Luminaria bags and donations. Report any expected late arrivals for your team at check-in. There will be a brief Team Captain meeting at 4:00 p.m. in the Main Tent. Immediately following the Team Captain meeting, Team Photos will be taken between 4:00 5:00 p.m. Registration Checklist REGISTRATION FEES All of my Team Members have paid their $10 commitment fee each either online or by cash or check. Any commitment fees paid by cash or check have been placed in a separate envelope with the names of each paying member clearly marked. (You do not need to include any team member who paid online.) I am aware that Survivors do not pay a registration fee. LUMINARIA All Luminaria bags sold by my team have been recorded legibly on a Luminaria Tracking Form. The tracking sheets are clearly marked as to whether each bag has or has not been made. (Bags that are not made will be made up by Luminaria Volunteers at Relay.) ACCOUNTING I have collected all Team Member envelopes. All of my Team Members have signed the waiver on the top portion of their envelope. Only donations made by cash or check are listed on envelopes. Each Team Member s envelope lists a total of all cash and checks contained therein, on the back side. I have verified the total of cash and checks in each envelope and matched it to the total listed. I have listed each team member on the back of my Team Captain s envelope along with their cash and check donation total. I have verified that there are no online donations included in the envelope totals. I have provided my team s grand total at the bottom of my Team Captain s envelope. I have verified that my team s grand total matches the amount of all cash and checks contained in the envelopes and that no online donations have been listed. I understand that my team s online fundraising totals have been tracked separately, by Relay Accounting, and will be added to my team s total cash/check donations at Relay. T-SHIRT INFORMATION T-shirts will be distributed at check-in/registration. I understand that t-shirts are guaranteed only to those who register by January 17, 2009 and raise a minimum of $100. (Extra shirts will be available for purchase for $15 each at the Relay.)