EVENT LEADERSHIP TEAM

Transcription

AMERICAN CANCER SOCIETY MAKING STRIDES AGAINST BREAST CANCER
EVENT LEAD
LEAD ROLE:
Serves as the face and voice of the American Cancer Society and Making Strides Against Breast Cancer event within the
community by empowering, mentoring, and guiding the Event Leadership Team. Individuals in this role possess strong
leadership and interpersonal skills, are outgoing, and knowledgeable about the American Cancer Society and Making
Strides Against Breast Cancer.
SPECIFIC TASKS CAN INCLUDE:

In partnership with the Event Manager, recruit a full Event Leadership Team and ensure all Event Leadership Team
leads and members understand and fulfill their commitments to develop the Making Strides event in their
community

Work with Event Manager to set income and non-income goals
ACS Can Goal
Survivors Goal
Team Recruitment (new and returning)
Sponsorship
3rd Party—% back days, shirt sales, pink ribbon die cuts, 5K run, athletic events

Lead and manage Event Leadership Team meetings, and other sub-leadership team meetings as needed

Lead goal setting conservation at first Event Leadership Team meeting. Create a plan of action around achieving
each goal.
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During monthly meetings ensure there is a focus around benchmark goals and progress

Work with Event Manager to oversee all day of activities and ensure proper planning has taken place within the
event leadership team

Manage day of event agenda:
Set up (logistics) and clean up, Ceremonies, Activities, Assist Lead task when there is a vacancy
COMMUNITY CHAMPION ROLE:
Community champions are strong advocates for building the
Making Strides Against Breast Cancer event within their communities.
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Recruit teams and individuals to participate in the Making Strides Against Breast Cancer event.
Assist survivors and caregivers lead with survivor and caregiver recruitment.
Assist sponsorship lead with sponsor recruitment.
Assist people lead with Event Leadership Team recruitment.
BRING THE PEOPLE. BUILD THE FUN. FUND THE MISSION.
COMMUNITY EVENTS MANAGER
(American Cancer Society Staff Partner)
SPECIALIST ROLE:
The role of the American Cancer Society Community Events Manager is to partner with and support key volunteer leaders in planning the Making Strides Against Breast Cancer event within the community.
Individuals in this role will partner with the Event Leadership Team to help motivate, recruit,
and retain our Making Strides Against Breast Cancer volunteers. The Manager will communicate with event
leads on a regular basis and be proactive in the community promoting the Making Strides Against Breast
Cancer event. Additionally, the specialist will provide resources and aid in the ordering and delivery of
Making Strides materials and supplies.
BRING THE PEOPLE.
SURVIVORS AND CAREGIVERS LEAD
LEAD ROLE:
The Survivors and Caregivers Lead recruits, recognizes, and engages survivors and caregivers from within the community.
SPECIFIC TASKS PRE-EVENT:
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Plan activities to celebrate and recognize survivors and caregivers
Suggestions: survivor photo, recognition gift (ACS provides), food, stage recognition
Identity survivor or caregiver speaker for kick-off and event
Recruit survivors from key organizations that serve or connect with survivors and caregivers such as: hospitals, treatment centers, support groups, faith-based groups or organizations, employers, etc.
Engage survivors and caregivers year round
Suggestions: Valentines Day cards, National Survivor Day card, Survivor and Caregiver calls
SPECIFIC TASKS DAY OF
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Lead in the survivor check in and registration
Ensure that planned activities and ceremonies take place
Assist Mission Lead to educate survivors and caregivers about the Society’s cancer prevention, detection, and
support services
DAY OF VOLUNTEERS:
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Determine number of volunteers you will need to help execute activities
Work with Day of Volunteer Lead to recruit
Train volunteers
ACS will provide you with:
Survivor gifts, educational material, check-in list and registration forms, along with tent, chairs and tables
Community champions are strong advocates for building the Making Strides Against Breast Cancer event within their
communities.
• Recruit teams and individuals to participate in the Making Strides Against Breast Cancer event.
• Assist survivors and caregivers lead with survivor and caregiver recruitment.
• Assist sponsorship lead with sponsor recruitment.
• Assist people lead with Event Leadership Team recruitment.
BRING THE PEOPLE.
YOUTH CHAMPION
CHAMPION ROLE:
Youth champions are strong advocates for building youth engagement in Making Strides Against Breast
Cancer within their communities.
Individuals in this role are a voice and outward facing champion for the Making Strides event within the youth
market in their community. They are outgoing and willing to speak and build relationships
with schools and youth-based groups about the event with the goal of engaging youth in cancer
awareness, education, and fundraising activities to grow Making Strides Against Breast Cancer participation
and income. This can be in the form of new teams, committee members, survivors, caregivers, or individuals,
as well as Coaches vs. Caner and A Crucial Catch events.
• Develop relationships with and serve as the primary contact for decision makers at elementary
schools, middle schools, high schools, school districts, sports groups, and other youth
organizations.
• Recruit youth teams and individuals to participate in the Making Strides event
• Assist Survivors and Caregivers Lead with youth survivor and caregiver recruitment
• Work with the Logistics Lead to ensure risk management measures are in place to protect youth participants
• Work with the Entertainment Lead and Activities Lead to ensure there are games and activities
geared toward all ages at the event.
 Work with local schools to host Coaches vs. Caner or A Crucial Catch events to support the
community Making Strides Against Breast Cancer event.
Community champions are strong advocates for building the Making Strides Against Breast Cancer event
within their communities.
BRING THE PEOPLE.
DAY OF VOLUNTEER RECRUITMENT LEAD
LEAD ROLE:
Oversees and manages the recruitment and organization of the day of volunteers including route
cheerleaders and marshals, water station volunteers, registration tent, survivorship tent, t-shirt tent,
and other needed day of volunteers areas.
 Determine how many day of volunteers will be needed for each event area
 Work with Event Leadership Team to create a plan to find volunteers
 Reach out to local groups, schools and community organizations to recruit
 Keep open communication among volunteers and keep them up to date on volunteer opportunities
 Assign volunteers to a role for the day of the event and communicate with the volunteers weeks before the
event
 Keep an organized document with all volunteer information
DAY OF TASKS CAN INCLUDE:
 Welcome and check in volunteers.
 Lead clean-up and set up with day of event
 Welcome volunteers and give them any needed supplies for their role
 Post event send thank you notes to all volunteers
Community champions are strong advocates for building the Making Strides Against Breast Cancer event within
their communities.
BRING THE PEOPLE.
TEAM AMBASSADOR
AMBASSADOR ROLE:
They are the coach and mentor to a small group of team leaders (5-10) from the Making Strides Against
Breast Cancer event. Build relationships with team leaders and team members year-round (before, during,
and after the Making Strides event). Serve as the primary point-of-contact for his or her teams.
Motivate, encourage, and recognize teams through mentoring
• Build relationships with team leaders and team members year-round (before, during, and after
the Making Strides event). Serve as the primary point-of-contact for his or her teams.
• Have at least one monthly check-in call with team to go over recruitment and fundraising goals
and progress.
• Educate about the mission and accomplishments of the American Cancer Society.
• Help teams come up with a fundraising goal and ways in which they will meet that goal.
• Provide tools to team leaders to help them grow fundraising, number of team members, survivor engagement, and participation at the Making Strides event.
• Regularly provide feedback to Event Lead
• Ensure all teams are knowledgeable and ready for the Making Strides Against Breast Cancer event by
providing logistical guidance.
Community champions are strong advocates for building the Making Strides Against Breast Cancer event within their communities.
BUILD THE FUN.
DAY OF ACTIVITIES LEAD (off stage)
LEAD ROLE:
The activities lead oversees all of the activities that take place off stage during the Making Strides Against
Breast Cancer event to engage all participants
PRE EVENT SPECIFIC TASKS CAN INCLUDE:
 Secure activities or entertainment that will take place at the event (not on the stage)
Suggestions: photographer, photo booth, face painting, kids activities, mascots, silent auction,
food vendors (check with staff prior to securing vendors/activities)
*Key is to get everything donated*
 Work with Logistics Lead to determine where they will be set up
 Communicate plans during Event Leadership Team meetings so activities can be promoted
 One week prior to the event call entertainment to remind them of set up time, where they will be and
other important information
 Work with Day of Volunteer Lead to secure volunteers that will help you execute day of activities plan
 Work with volunteer to train them, let them know what time they need to be there and where
DAY OF EVENT SPECIFIC TASKS CAN INCLUDE:
 Manage set up of vendors and performers
 Manage activities to make sure they are running smoothly
POST EVENT SPECIFIC TASKS CAN INCLUDE:
 Hand write thank you cards to volunteers, donors, etc..
BUILD THE FUN.
CEREMONIES LEAD (STAGE)
LEAD ROLE:
The Ceremonies Lead oversees all of the activities that take place on the main stage during the Making
Strides Against Breast Cancer event. Work with Event Lead and Event Manager to develop stage timeline.
PRE EVENT SPECIFIC TASKS INCLUDE:
 Secure activities or entertainment that will take place on the stage
Suggestions: Singers, bands, performance groups
 Work with Survivor and Caregiver Lead to secure survivor or caregiver speaker
 Identify emcee
 Work with Sponsorship Lead to identify which sponsors are speaking
 Revise day of script (provided by ACS Event Manager) make sure it coincides with stage timeline
 Review with emcee
 One week prior to the event call emcee, speakers, entertainment to remind them to meet you at the
stage and time they are performing or speaking
DAY OF EVENT SPECIFIC TASKS INCLUDE:
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Manages the flow of the timeline to make sure speakers, activities and entertainment stay on time
Position yourself at the stage
Check in speakers/entertainment 10 minutes prior to them performing
Pass out thank you gifts to survivors / sponsorship certificate
POST EVENT SPECIFIC TASKS INCLUDE:
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Hand write thank you cards to emcee, speakers and entertainment
BUILD THE FUN.
LOGISTICS LEAD (2—3 volunteers)
LEAD ROLE:
The Logistics Lead works closely with Event Manager to manage and execute day of logistic details.
SPECIFIC TASKS INCLUDE:
 Organize and create event layout (map)
 Meet with event site lead to discuss do’s and don’ts along with our plans
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Work with Event Manager and area leads identify day of logistical needs
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Examples: Signage, electrical and mechanical materials, restrooms, trash and signage, tents, safety,
risk management, security, medical support, set-up, and clean-up needs.
 Identify vendors and work to get items donated
 Secure in-kind donations of water, fruit and dry snacks for participants
 Identify number of day of volunteers you will need and work with Volunteer Lead to recruit
 Suggested volunteer needs: set up of arch, track and directional signs, and stage
 Assign volunteers to task
 Train and ensure they know where they are needed
 Prior to day of confirm vendor set up time, volunteers, and pick up any logistical material
 Finalize set up and clean plans along with check list
 People in-charge
DAY OF EVENT SPECIFIC TASKS INCLUDE:
 Meet with vendors to ensure set up is complete
 Work with volunteers to set up main event site (including stage) & walking path
 Clean up event when done
BUILD THE FUN.
MARKETING LEAD
LEAD ROLE:
The Marketing Lead creates, develops, and implements marketing, online to raise awareness of the Making
Strides Against Breast Cancer event.
• Update and maintain the Making Strides Against Breast Cancer Social Media platform (Facebook) with the
critical information necessary to have a successful Making Strides event including: agendas, meeting notes,
pre-fundraiser, recognition of teams , participants and sponsors, day of details, etc.
 Keep a master list of speaking opportunities and work with community champions to execute
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Suggestions: Chambers, PTO’s, Support Groups, Lions, Kiwanis, etc.
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Be the primary contact with media outlets (newspapers, radio, and television outlets, etc.)
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Customize and send in PSA’s, line up on air interviews, update community calendar with event information, invite media outlets to kick-off and day of event
 Serve as the lead for Paint the town PINK
 Organize two days for Community Champions and other groups to go out and hang up posters and brochures
 Whose going where and when
BUILD THE FUN.
RECOGNITION LEAD
LEAD ROLE:
The Recognition Lead works to recognize the accomplishments of all individuals regarding pre-event, day-ofevent, and post-event using a variety of channels.
SPECIFIC TASK INCLUDE:
 Work with Event Manager to put together a recognition plan (see attachment for plan).
 Recognizing sponsors, team leaders, pacesetters, and individuals that achieve set benchmarks
 Work closely with Sponsorship Lead and Team Ambassadors to make sure recognition takes place
 Tools to use for recognition: handwritten thank you cards, recognition through Facebook and event websites along with recognition at the kick-off and event.
FUND THE MISSION.
MISSION LEAD
LEAD ROLE:
The primary responsibility of the Mission Lead is to educate Making Strides participants about the
American Cancer Society’s mission and to engage them in activities that relate specifically to
Society guidelines about nutrition and physical activity. Additionally, individuals in this role will
also seek to educate Making Strides participants and the community about Society patient services and
programs.
• Educate the Event Leadership Team, team leaders, participants, volunteers, and community on missionrelated activities and information
 Assist Activities Lead and Ceremonies Lead to plan a powerful closing ceremony
 Ensure Event Leadership Team includes and considers mission education in their planning
FUND THE MISSION.
ACS CAN LEAD
LEAD ROLE: Inform participants about ACS CAN, any current legislative activities & recruit members to hit ACS
CAN membership goal.
 Become an ACS CAN member
 Recruit Event Leadership Team, team leaders, participants, and volunteers to become ACS CAN members
 Keep records of ACS CAN members & reach out to accordingly upon membership expiration
 Recognize all ACS CAN members on Facebook, current and new
 Communicate and disseminate materials provided from ACS CAN
 Work with Event Leadership Team on execution plan for kick-off (including volunteers needed, materials
needed, speakers, etc…)
 Work with Event Leadership Team on execution plan for day of event (including volunteers needed, materials needed, speakers, etc…)
 Send a hand written thank you to all new members
• Recruit teams and individuals to participate in the Making Strides Against Breast Cancer event
• Assist survivors and caregivers lead with survivor and caregiver recruitment
• Assist sponsorship lead with sponsor recruitment
• Assist people lead with Event Leadership Team recruitment
FUND THE MISSION.
REGISTRATION LEAD
LEAD ROLE:
The registration lead oversees the Day of Registration process of Making Strides teams and participants
• Day of Event: Guide participants through Making Strides Against Breast Cancer registration process
(processing of donations and collection of data at the event)
 Training will be provided by the Making Strides Admin Support in late August, early September
 Work with Volunteer Recruitment Lead to recruit set number of volunteers
 Train Registration volunteers prior to event
FUND THE MISSION.
ACCOUNTING LEAD
LEAD ROLE:
The Accounting Lead is behind the scenes to make sure all of the data is in order. They are
comfortable with accounting, handling money, and ensuring all policies and procedures are adhered to.
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Day of Event: Collect and process cash and checks at Making Strides Against Breast Cancer event (this
steps takes place after participants turn in donations at registration)
Training will be provided by the Making Strides Admin Support in late August, early September
Work with Volunteer Recruitment Lead to recruit set number of volunteers
Train Accounting volunteers prior to event
FUND THE MISSION.
FUNDRAISING LEAD
LEAD ROLE:
The role of the fundraising lead is to grow the Making Strides Against Breast Cancer event income through
working within the community to identify & execute potential partnership opportunities.
 Identify new income sources
Suggestions: Partners to sell Pink Ribbon Cards, % back days at retail stores or restaurants, 5K runs
 Cultivate 3rd party fundraisers that identify themselves to us
 Attend events as needed (as schedule permits)
FUND THE MISSION.
SPONSORSHIP LEAD
LEAD ROLE:
The primary responsibility is to develop and cultivate relationships with new and returning event-level cash
sponsors and team-level cash sponsors.
 Assist with securing returning sponsors (partner with Staff Lead)
 Organize new sponsorship asks
 Prospect and identify who will make the ask
 Assist with developing relationships National Corporate Team Partner Program
members as appropriate.
• Track contact information, contribution details, amenities and recognition
Community champions are strong advocates for building the Making Strides Against Breast Cancer event within
their communities.

EVENT LEADERSHIP TEAM

Transcription

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