Canadian Cancer Society Relay For Life Luminary Chair

Transcription

1 Canadian Cancer Society Relay For Life Luminary Chair ROLE The Luminary Ceremony is the most emotional and memorable part of the Relay For Life. A luminary is a combination of a special long-burning candle and a non-flammable bag that often carries the memory of a loved one who has lost their battle to cancer, pays tribute to those who have fought the disease in the past, or are currently fighting cancer. The Luminary Chair will plan, set-up and run a Luminary Ceremony. This person will track luminary sales (pre-sales and day sales), ensure that luminary materials have been received and organize the materials for placement on the track on the day. KEY RESPONSIBILITIES promote and organize the sales of luminaries to all participants and the general school community prior to the Relay and during day ensure all names and messages are properly written on the luminaries work with the Entertainment & Activities Chair to coordinate the logistics of the Luminary Ceremony during the (i.e. set up and clean up of the luminaries, lighting of the candles, etc.) determine the volunteer needs pre- and on day train luminary volunteers (i.e. how to set up luminaries, luminaries sales instructions, etc.) read the luminary speech during the Luminary Ceremony TOOLS FOR SUCCESS These tools are provided (on your Relay 101 CD) to help you coordinate your area successfully. Luminary Purchase Form Luminary Ceremony Speech Luminary Selling Tips Luminary Set-up Instructions Page 1 of 10

2 LUMINARY CEREMONY The Luminary Ceremony is a time to remember those we have lost to cancer, and to honour those who are currently fighting the disease or have fought cancer in the past. This ceremony provides an opportunity to work through grief and find hope. The Luminary Ceremony is one of the most moving moments during the Relay For Life. The candles are lit at dusk to begin the Luminary Ceremony. All participants are asked to stop walking around the track. The ceremony consists of elements such as: quiet music that match the mood of the ceremony moment of silence During the ceremony, play songs that match the mood of the ceremony to give the chance for people to work through grief and to find hope. To signal the end of the Luminary Ceremony and restart Relay, more upbeat but appropriate music can be played. Suggestions: Amazing Grace Avril Lavigne When You re Gone Canadian Idols True Colors Faith Hill - There You'll Be Josh Groban - To Where You Are Josh Groban - You Raise Me Up LeeAnn Womack - Hope You Dance Melissa Etheridge - This Is Not Goodbye Bette Middler - Wind Beneath My Wings Natalie Portman Unforgettable Nina Simone - You'll Never Walk Alone Our Lady Peace Innocent Sarah McLaughlin Angel Sarah McLaughlin I Will Remember You Page 2 of 10

3 LUMINARY CHAIR TIMELINE Use the following chart to keep track of the important items you need to complete. Please note this is a suggested guideline only and may vary by school. 12 weeks before Recruit and train sub-committee members and arrange a meeting schedule. 12 weeks before 10 weeks before Come up with a list of items needed for the Luminary Ceremony. Photocopy Luminary Purchase Form. Review the suggested items in the Donation Tool Kit and follow the procedure for donations and purchasing items. 10 weeks before Let the Volunteer Chair know your volunteer needs for all pre- activities. Consider areas such as luminary sales, Relay Rally, etc. 10 weeks before Help organize the Relay Rally with rest of committee. Brainstorm how the Luminary Committee can promote luminaries at the Relay Rally. Page 3 of 10

4 LUMINARY CHAIR TIMELINE Page 2 9 weeks before Arrange to have a Luminary Sales Table set-up during the lunch hour near the cafeteria. Students and staff can come by and purchase luminaries. Refer to Luminary Selling Tips on your Relay 101 CD. Make sure the table is decorated with luminaries and is very visible. 9 weeks before Meet with the Finance Chair and learn about the financial processes that need to be followed when collecting money. 8 weeks before Hold your Relay Rally. 8 weeks before Promote and sell luminaries. 8 weeks before Meet with the Volunteer Chair and let him/her know how many volunteers you need recruited for day and what their responsibilities will be. Page 4 of 10

5 LUMINARY CHAIR TIMELINE Page 3 7 weeks before 7 weeks before Work with Awareness Chair to promote luminary sales. Start luminary sales at the Luminary Sales Table. Make announcements reminding students that luminaries will be sold over the lunch period. Tell them how much they are and where they can buy them. Sell luminaries everyday, even on day. Sales will be slow in the beginning. 6 weeks before Plan the Luminary Ceremony. What songs will be played during the ceremony and who will play them? Is the school band available to play? Does the school have a piper who will play? Refer to the Luminary Purchase Form. 4 weeks before Let your Event Chair know the number of tables and chairs you will need for day. 2 weeks before Find out where luminaries will be sold on day and during the. Page 5 of 10

6 LUMINARY CHAIR TIMELINE Page 4 1 week before Prepare logistic items for the luminaries (i.e. sand, markers to write messages on the bags, lighters for each Team Captain, etc.) and purchase items that are not being donated. Remember to retain receipts for items purchased for reimbursement. 1 week before Hold a training session for all the volunteers that will be assisting with luminaries on day. Week of Confirm the ceremony music. If the school band or a piper is playing the music make sure they are familiar with the song(s). Week of Week of Find out if the Finance Chair can supply you with a cash float to sell luminaries on day. Arrange to have a fire extinguisher on site. Page 6 of 10

7 LUMINARY CHAIR TIMELINE Page 5 Week of Practise the luminary speech. Event Day Attend the organizing committee meeting. Event Day Set-up luminaries. Refer to the Luminary Set-up Instructions. Event Day Set up luminary sales area. Event Day Dusk Event Day After Closing Ceremony Post Hold the Luminary Ceremony. Clean up luminaries. Encourage the participants to take the luminaries home with them. Any used luminaries that are left can be disposed of in the garbage. Give any unused bags and candles to your Event Chair so he or she can return the materials to your Society Coordinator. Refer to the Luminary Set-up Instructions (15 minutes before). Remember to recruit volunteers for this task! Page 7 of 10

8 LUMINARY CHAIR TIMELINE - PAGE 6 Add any additional action items in the space provided and be sure to update this as you go. Page 8 of 10

9 HELPFUL HINTS Here are some helpful tips and suggestions to keep in mind while you plan for a successful. Be persistent! Encourage participants to buy and sell luminaries. Let participants have an opportunity to decorate their own luminaries. Make sure you have lots of markers available. Talk to your school custodian and find out how you can get sand for the luminary bags on day. If your school cannot supply you with sand you will need to purchase the sand. If it is a windy day, you may need to fold the tops of the bags down slightly so the bags stay open. Luminary bags are non-flammable, but we still encourage that there is a fire extinguisher available. Please remind those who are lighting and cleaning up the luminaries to be cautious of hot wax and open flames. Make sure to have a lot of volunteers for clean up of luminaries when your ends. GREAT IDEAS! Every school has a unique Relay For Life. Here are some things that other schools have tried that may work for your school too! Add your own ideas as your committee plans how to make this your school s best ever! Ask every participant to sell at least one luminary. Have a home room challenge and see who can sell the most luminaries. Page 9 of 10

10 FREQUENTLY ASKED QUESTIONS 1. Can we get more luminaries if we sell out? Yes. We need to have at least 2 weeks notice before your in order to make sure you receive them in time. 2. Do we set up all the luminaries even if we don t sell them all? Yes. Since the luminaries will act as the light source for the participants throughout the night, please use them all to line the track. However, please leave them blank so messages can be added for any luminary sold on day. 3. What do we do with the luminary (bag and candle) after the? Encourage people to take their luminaries home with them. Those that are left can be disposed of. If you wish, you may keep the candle for next year s, and return the sand. Please do not return used candles to the Canadian Cancer Society. 4. Can we make deals on luminaries? No. Luminaries are sold for $5.00 each and there are no bulk discounts. Luminary purchases cannot be tax receipted. QUESTIONS? Not sure what to do next? Do you have questions about your role or how to complete something? 1. Ask your Staff Advisor for guidance or help. They can probably point you in the right direction! 2. Talk it over with the committee at your next meeting. Others may have some great ideas or input to share. 3. Contact your Canadian Cancer Society Coordinator. We re here to help and support you! You can reach us by calling Page 10 of 10