RESOURCE TOOLKIT Helpful Hints Sales & Promotion: Ask permission to place Luminaria order forms in bank statements, payroll envelopes, pharmacy bags, company and faith-based newsletters, the newspaper, waiting room tables of doctor offices, and on pizza boxes. Work with Marketing/Communications Chair to send media PSA’s, place your Luminaria form in the local newspaper, and volunteer to speak on radio or TV shows. Make posters for your sales opportunities and use pictures from previous Relays to show what the ceremony is about. Ask your Staff Partner about these blank printed materials: 8-1/2” x 11” Newsletter Paper - portrait (#6636.18) 8-1/2” x 5.5” finished size RFL Event Program paper – folds in half (#6636.28) 8-1/2” x 11” RFL yellow bordered paper - landscape (#7549.53) Make sure all underwriters/sponsors are given an ample supply of forms for their employees. Give forms to team captains and/or include them in the Team Captain packet. Work with your Staff Partner and Event Accounting Chair to arrange deposits of Luminaria money received. Set up a table at Team Captain Meetings/Bank Nights to sell Luminarias and show pictures from past Relays. Work with your Team Development Committee to email Team Captains about the Luminaria Ceremony. Be sure to attach the Luminaria donation form. If your Relay is an online event, encourage online Luminaria donation options and, if necessary, attach the offline Luminaria donation form to the Luminaria custom page in the left navigation bar. Planning: Have a contingency plan if it rains prior to or during the Luminaria Ceremony. Decide what to do with left-over Luminaria candles (some folks hesitate throwing away partially-used candles) Production: Write the names large and legible for everyone to read. Fold down the top or cut off the top of the bag at least two inches to help them stand up better. Stand wicks up as candles are placed in bags. Freeze the candles, they will burn longer. Make sure the sand is DRY otherwise your bag will burst. If your Relay expects rain or would like quicker clean-up, pre-pack your sand in snack-size Ziploc bags. Use plastic coke bottles or other container (preferably not glass) to place the candles in to protect them from the wind. Place enough sand in the bag or container so that your candle, glow stick or battery operated candle will stand upright. Distribution: Use golf carts or wagons to transport Luminaria around the track. For events that have a small Luminaria Committee, you may want to set up a self-decoration area for bags sold at the event and have the person set the bag on the track so they will be able to locate it later. Arrangement: Space bags as evenly as possible around track. Arrange luminaria bags with names inside the track and on the outer edge of the track. If you have enough luminaria, utilize blank bags to spell a special message in the stands (i.e., HOPE, CURE, LIFE, FAITH, BELIEVE, FIGHT BACK). Ceremony: Lights Turn off stadium lights during Ceremony. Announce warnings of the light outage at 15, 10, and 5 minutes prior to the Ceremony. Ask everyone to stop walking or keep one light on if possible to avoid injuries! Ask parents to quiet their young children, if necessary. Remember it usually takes about 10 minutes for the stadium lights to relight. Name Reading Have several people read off names to alleviate paper shuffling and sore throats! Make sure the list of names is legible for the reading (excel spreadsheet recommended) Have flashlights handy for reading Have bottled water handy Start with the names in memory of and end with in honor of, it lightens the mood and helps with transition back to the Relay activities. Luminaria Art Utilize a set of bleachers to spell out a word of encouragement with luminaria bags (i.e., HOPE, CURE, LIFE, FAITH, BELIEVE, FIGHT BACK). The Ceremony Utilize “Hush Angels” to alert Participants of the upcoming Luminaria Ceremony. “Hush Angels” are often times little boys and girls dressed as angels in white robes with wings holding fans/signs with the words “HUSH” on it. They walk around the entire track. If you have large number of names to read, possibly replace that moment with a silent Memory Lap where everyone is invited to take a lap to find their loved one. Utilize a large projector screen and show pictures of loved ones submitted by friends and families. Finishing the Ceremony Don’t jump right back into loud music or announcements. Give everyone an opportunity to reflect by playing soft music Make multiple announcements at Relay about WHEN Participants may take their Luminaria bags off the track and what they should do with the sand and candles, glowsticks, or battery-operated lights. Other Resources Refer to RelayForLife.org > Relay Library > Celebrate Remember Fight Back section for more tips and examples of Luminaria Ceremony song titles, scripts, and other great tips: https://library.relayforlife.org/portal/server.pt/gateway/PTARGS_0_417954 6_1640442_0_0_18/Section%203%20-%20Remember.pdf Relay Night Volunteers: Where do you recruit night of Relay volunteers? High school/college clubs or organizations Girl Scouts and Boy Scouts Church groups Community groups (i.e., Jaycees, Kiwanis, Lions Club) Delegation of Duties Arrange volunteers in assembly line at the Relay to handle the possibility of high volume sales from visitors. Table 1: Luminaria sales Table 2: Program/list compilation Table 3: Make Luminaria Have volunteers with flashlights in the stands where the public sits during the ceremony when the lights are turned off. Have volunteers stationed around the track and in the stands to light bags prior to ceremony. Allow participants to take their loved ones luminaria bag home with them.