University of Georgia Relay For Life Executive Board
2010-11
Committee Job Descriptions
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Accounting
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Campus Relations
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Make all reservations for Relay events, meetings and promotions that take place oncampus;
Manage all fundraising requests for events that Relay hosts on-campus and assist
teams and other student organizations with this process;
Manage the budget for all of these activities and reservations;
Prepare and manage sign-ups for all activites and promotions through GoogleDocs;
Serve as the contact and liaison between the University and Relay;
Work with all members of the executive board and team captains to ensure that all
registrations and fundraisers can take place.
Colleges Against Cancer
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Count and audit donations at all Team meetings, Bank Night, and throughout the night
at Relay;
Prepare money for deposit;
Enter donations on the Convio website.
Increase awareness about cancer on the UGA campus. Make students aware of the
ways to prevent cancer through early detection, healthy living habits and more;
Work with Relay to spread awareness through events and fundraisers;
Provide cancer facts at fundraisers and awareness events;
Communicate effectively between the Relay for Life Executive Board and the Colleges
Against Cancer organization;
Advocacy- make students aware of the legislation affecting cancer;
Organize the Great American Smokeout Fundraiser in November;
Organize fundraiser in October for Breast Cancer Awareness.
Corporate Sponsorship
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Solicit donations (both monetary and in-kind) from both local businesses/organizations
and national/international businesses;
Update Staff Partner weekly on Sponsorship Status;
Gather logos for event t-shirt;
Put together event program;
Ensure companies receive appropriate coverage;
Serve as host for business representatives the night of Relay;
Solicit donations to be used as incentives for various events throughout the year
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Entertainment
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Graphics
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Book bands and other entertainers for the night of Relay;
Create the list of entertainers, submit it to the Corporate Sponsorship Chair for addition
to the program;
Plan all ceremonies for Relay;
Plan all games for Relay;
Work with the Spirit of Relay Chair to encourage participants to stay at the event all
night long;
Obtain food for the night of Relay to sell at concession stands;
Coordinate on-site fundraisers (ex. hair salons, VIP lounge, etc.);
Coordinate and plan out the schedule for the night of Relay.
Maintain Relay website;
Create all graphics and media used by Relay For Life;
Coordinate with Marketing Chair on all electronic forms of promotion
Responsible for taking pictures at all events;
Be able to respond quickly to graphics requests & be willing to make adjustments in a
timely manner;
Design t-shirts to be sold for committees & participants;
Work with committee to create videos, slideshows, and event program for the night of
Relay.
Logistics
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Secure all physical materials necessary for Relay event (dumpsters, tables, tents,
stage, etc.
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Book, or delegate the initial booking
Make follow up phone calls within a month of Relay to ensure details are
secured with individual companies and donors.
 Coordinate all deliveries of equipment and supplies to the track so that they do
not interfere. Have a contact for all deliveries in the event they do not show up
at the specified time.
Secure staffing of the front gate, information tent, and luminaries tent. Also, secure
security provided by UGA police;
Register the event with Athens-Clarke County and have a letter prepared by the
university that states that the event is a University-sponsored event (Center For
Leadership and Service);
Oversee luminary sales
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 Set up luminary sales tent at Relay
 Oversee luminary assembly and placement at Relay
Oversee campsites
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Coordinate registration procedures with the Registration Chair
Flag-off sites before noon on the Friday of Relay according to the map.
Oversee campsite set up on Friday afternoon
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Marketing
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Coordinate with other chairpersons on any set-ups they may have at the track
(including but not limited to games set up by Entertainment, faculty tent,
survivor tent, sponsor tables set up by corporate sponsorship).
Enforce the rules of the event. Ensure that team captains are made aware of
the rules prior to the event.
Coordinate and supervise morning clean up.
Train and prepare logistics committee to handle day of Relay procedures for
set-up as well as night time security runs
Make or arrange regular pick-ups of cash from the front gate, info tent, and
luminary tent..
Get list of ACS Event Requirements from Staff Partner- ensure that UGA Relay
is in accordance with all requirements.
Plan and organize the final team captain's meeting with emphasis on Relay
rules and logistics information for team captains
Promote/advertise meetings, events, fundraisers, Relay For Life and any other events
that arise
Have knowledge of Facebook, Twitter, and Blogs and be able to manage these
marketing fronts
Work with Marketing Committee to organize different marketing efforts such as:
 Percentage Nights at local businesses
 Handing out flyers on and off campus
Create flyers that can be distributed around campus, pitch to the media and send out
important announcements to various listservs
Monitor the local media (The Red & Black, Athens Magazine, etc.) for Relay related
articles and to observe campus attitudes
Keep online calendar up to date with all events
Oversee the general Relay For Life e-mail account and respond to all questions.
Work with Special Events Chair to organize and promote different events such as:
 Benefit Concert
 Date Auction
Create media kit for reporters
ALWAYS be able to writing articles for the Red & Black, media pitches, etc. because
you will be responsible for getting Relay’s name out there!!!
THINK OUTSIDE THE BOX!! – How can you get students and the ATHENS
COMMUNITY even more excited about Relay? How can you help distinguish us from
other organizations?
Recruitment
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Focus on helping people create/join teams but also on general Relay promotion, get
people involved anyway you can!! You don’t have to be on a team to participate in
Relay!! This is Recruitment, not Team Recruitment!!!
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Campus Recruitment
 Seek out and recruit new student organizations to participate in Relay for Life
by forming teams
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Greek Recruitment
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Recruit Greek organizations to form teams and participate in Relay for Life by
visiting Greek Houses
Organize meetings for Exec members to go to different houses to promote
events.
Act as liaisons for the Greek teams and community
 Help with fundraising/ideas
 Be available for questions
 Provide motivation and encouragement throughout the year
Off-Campus Recruitment
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Reach out to past team captains and organizations and help them to reform
teams
Provide assistance to team captains by keeping them up to date with all
important information and acting as their Exec liaison
Work with all of Team Recruitment in order to meet any and all recruiting goals
for Relay
Work with the different schools/colleges to encourage faculty/staff teams and
involvement
E-mail: Contacts come from old registration spreadsheet and also the online
directory of student organizations
Approach potential teams through various outlets: the student activities
fair, listservs, organizational meetings, and International Coffee Hours, etc.
Delegate organizations to committee members
Contact off-campus organizations (Apartments, Chuches,concerning starting a
Relay For Life Team
Stay in contact with UGA alumni to gain their support and donations
Residence Hall Recruitment
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Actively pursue residents in all of UGA’s resident halls and recruit them for
Relay
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Halls: Brumby, Creswell, Russell, East Campus Village, O-House,
Boggs, Church, Hill, Mell, Lipscomb, Morris, Payne, Reed, Myers, Mary
Lyndon, Rutherford, and Soule
Attend at least two Community Council meetings at each dorm in order to pass
along information about Relay and recruit teams
Frequently post information about Relay in the dorms including, but not limited
to, kick-off, big fundraisers, and of course, Relay
Work closely with the Team Captains from the dorms and help them organize
fundraisers, recruit members and stay motivated!
Focus on, not only trying to create teams from residence halls, but OVERALL
RECRUITMENT from Residence Halls, PARTICULARLY FRESHMAN!
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Registration
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Assist any individuals who wants to start a team or participate individually with the
registration process
Maintain Excel spreadsheet with team name, type of team, team captain name and
contact info (email and phone number)
 Email team captains for any missing team information
Update Exec Board weekly regarding the number of registered teams and/or team
changes (new team names, new team captains, merged teams etc.) by e-mailing the
Excel spreadsheet to the Exec Listserv
Take attendance at all team captain meetings and keep a record of the attendance on
the registration spreadsheet
Approve submitted fundraisers from teams and upload them to the Relay Calendar
Be able to pull reports from the website and provide any information needed by other
Exec members
Be able to create various Excel Spreadsheets to calculate team attendance at major
events (Relay Rally, Date Auction, etc)
Facilitate campsite selection for teams at the last team captain meeting based on a
combination of criteria decided on each year by the Exec Board
Create and print spreadsheets sorted by the following information for use the night of
Relay (ex. to help participants locate their campsite):
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Team Name
Organization Name (If different from the team name
Team Captain Name
Campsite Name
Special Events
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Organize large events that both promote and raise money for Relay
Plan socials for Exec to get to know one another
Work with the Colleges Against Cancer Chair to organize monthly fund raisers on
campus (usually at the Tate Center)
Plan a date auction in February ("Cancer's Stupid and So is Cupid- Bad Valentine?
Buy a Date!")
Basically plan fundraising events not affiliated with teams. Do whatever you think will
raise money and awareness, the sky’s the limit!!! Make it BIG!!
Send the Director fundraising ideas weekly to be sent to TCs
Speak at Team Captain's meetings about ways for teams to fundraise
Sell Relay For Life t-shirts anywhere and anytime you can (give your e-mail address to
the team captains- encourage them to have their teams buy shirts)
At the last Team Captain's meeting discuss ideas for on-site fundraising and work with
teams to plan them
Put team captains in touch with any contacts you have, so they can host percentage
nights
BASICALLY, assist/encourage the teams in fundraising as much and in as many
creative ways as possible!!! Get their creative juices flowing and MOTIVATE them to
fundraise!!
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Spirit of Relay
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Be the heart and soul of Relay
Host RFL events, including the night of Relay
Plan and organize Relay Kickoff in the Fall
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Determine location
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Also negotiate any type of promotion or benefit for Relay with location
owner (e.g. Percentage Night)
 Secure entertainment for that night (typically a band to come on after the event)
 Find motivational speaker
 Incorporate theme into event
Organize the Letter Writing Campaign
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Write/edit letter
Oversee the process of sending out letters
Make the event fun and exciting; work with Marketing to ensure everyone
participates
Create Spirit awards for the night of Relay
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Make sure Team Captains are aware of and excited about the awards months
before Relay
Create excitement and awareness of Relay on campus (eg: Spirit Runs, Purpling out
campus)
Basically you are the entertainment at Exec Meetings, Team Captain Meetings, Letter
Stuffing…motivate people and keep them excited!!
Survivorship
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Recruit/increase the number of survivors participating in Relay
Handle survivor registration- create forms, distribute them around the area, keep
constant record of ones received
Plan candlelight vigil at the Arch in spring with Special Events
Organize survivor banquet including handling the food and logistics of the area for the
dinner
Organize/plan silent auction for survivors at Relay
Keep and maintain constant contact with survivors in months leading up to the event
Improve the quality of RFL experience for survivors and caregivers
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Includes details such as survivor sashes, special gifts, goodie bags, massages
and flowers… be creative!
Team Relations
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Oversee the communication with the teams.
Make sure that all team captains are up to date with the most current information.
Monitor the mentor program between team captains and committee members
You will be the liaison between the teams and the executive board.
Organize the agenda and moderate the team captain’s meetings.
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Contact the team captains to encourage them and motivate them to continue
fundraising and getting their team together
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