Important Documents

Here are some documents you may be needing in the future. I will add more as we need them.

I just figured out how to do this, so hang in there with me.

Volunteer Sign-up Sheet

Auction Procurement Form

3-10-08 Meeting Notes

We will need to schedule another meeting in April. I am taking date suggestions so as many people can attend as possible.....should we maybe have a weekend meeting? I want to get your suggestions and input.

Hope to hear from you soon..........

Money:

If you have any money you need to turn in, please do it now….Candle money, Rose money, t-shirt money (goes in the envelope). Please write your size on the envelope with your name.

If you weren't at the meeting you will be responsible to turn your t-shirt money into me by March 28^th. I will be ordering them on April 1^st.

Fundraising letters. Should be sent by Mid- April We should all be sending 25-50 emails and letters. Emails can be sent through the website and people can donate directly to your page with a credit card. If you need help I can walk you through how to do it.

Email is quick and easy but the biggest fundraiser RFL has, is sending letters, snail mail. You can type a generic letter and mail them out or personalize each one. Either way works. I have many sample letters that I will email to the team.

Letters and emails should be sent in April to give people plenty of time to respond. Make sure to include a return stamped envelope.

Auction:

We are moving right along with the auction planning. We have several bands committed including Dr. Funk, Player's Club, Dance Factory. We are still working on a couple of really good bands.

Now that we have the bands booked and the times set. A graphic designer has agreed to design our poster for free and he will get started on it soon (a donation worth $900!).

We should have the poster completed and ready to be hung around April 1^st. We will get them printed then they need to be hung. Everywhere. I would like to hang them in every window and bulletin board we can. I plan on printing a ton. All team members will be receiving some to hang wherever they can.

At the auction we will have

-A survivor speaker. Dani Collins Tacoma RFL co-chair for 2006 & 2007. Her story is amazing, she will be fantastic.

-We will have a registration area for people to register to bid on the auction items.

-We will have a survivor recognition area. Our even chairs have agreed to donate all of the old survivor medals and t-shirts to our auction so that we have something we can give to the survivors who attend. They will also be able to register to attend Relay on the 30^th.

-At the survivor table (or somewhere near) it there will also be a table with pamphlets from ACS and information about Relay and the services ACS provides.

-In the room just past the dance floor, there is a bar near the bathroom that doesn't get used. We are going to have a little store located back there. Where we will be selling bracelets, our candles, our picture frames we made and some key chains and antenna balls. It is an opportunity for people to spend some money if they can't afford to bid on bigger items or can't stay to wait for tables to close. We want to give people plenty of chances to spend money. We will also be taking cash donations of course. =)

As you can see, we have a LOT going on. We need as much help as we can get.

We need help setting up the morning of the auction. We will have tables to pick up, balloons to fill. Signs, banners and decorations to hang. And Auction items to transport, display and organize.

During the auction we need LOTS of help.

-Adam has agreed to take money at the door.

-We will need 1 or 2 people to work the registration table and the survivor area.

-We will need someone to work our little store area.

-And we will need 2-3 people to help watch the auction tables. We don't want any of our valuable auction items to "walk away" before the tables close and winners are announced.

-When the tables close, our "registration area" will become a crazy and hectic cashier area. We will need several people to assist in closing people out and getting the items to the right people. During the registration process and cashing out, we want to minimize the effects of lines as much as possible. We don't want to leave people with a bad taste in their mouths at the end of the night. That is what they will remember and we want them to come back next year.

Now, I don't think it will be necessary to have one person assigned to one spot for the entire night, I want the team to enjoy themselves too, but if you can all pick 2 or 3 things you will be willing to help with, I will try to draw up a tentative schedule. We can kind of rotate.

All team members will be wearing their team shirts, so we will be easily recognized in the event that people have questions.

Team members should pick 2-3 things you want to do and what hours you will be available to help at the auction.

Some of the spots are already filled, but email me your choices and we will make it work.

A captain's Plea

Thank you to everyone who attended our latest meeting. I will be sending the meeting minutes and the forms I promised later this week.

On a more personal note. I just wanted to remind everyone that we are 68 days away from the auction. And 81 days away from Relay. 68 DAYS?!

Autumn and I (and a select few team members) have been working non-stop to make this auction and our team this year the best it has been. We have both made sacrifices financially and in our work and personal lives because we believe in the cause that we are fighting for.

We have both lost loved ones and have watched our friends and family suffer from this disease that has no bias, no regard for age, gender or race. It has no sense of timing or being just. It has taken things, people and experiences from our lives we can never get back.

I am not asking for sympathy or to be thanked. We both do this because we love it and have some inexplicable obligation to participate and be successful. And we are no different than thousands of other people in Tacoma who have been touched by cancer.

But I am hoping that THIS year, above all others our team is in this fight with us.

We currently have 14 registered team members. We have a couple who are not registered and a few people who cannot commit to the team, but want to participate during Relay and want to come walk laps.

Last night I scheduled a mandatory team meeting. Of the 14 registered team members. 6 came to the meeting. (including the 2 captains)…….. 6.

I know, everyone has lives outside of team functions, I don't dispute that, or make judgments. I just want to confirm that everyone is onboard.

Autumn & I cannot do this alone and before the posters get printed and hung, and the press packets are sent out I need to know we will have the help we need. I need confirmation that team members WILL be available May 18^th (the day of the auction) and (at least some part of the day on) May 30^th (Relay For Life).

When discussing the auction, we concluded we need about 18-20 people to make the auction run smoothly and to make sure every aspect is covered (details in the meeting minutes to follow). 18-20 people would make sure that it is a great and fun night for everyone involved. More hands make for lighter work. I am hoping we will have all the support we need to make this event a success. But if we do not, that decision must be reached before we are in too deep to cancel.

20 people is more than we have team members, so we may need to recruit friends and family to help out for a few hours on Auction day. If we can't convince more people to help us out, we will probably be able to make everything run smoothly as long as every team member will be there to assist.

So please, let me know to what extent you plan on being involved in our team. So I can plan accordingly.

And thanks again to those team members who have already contributed so much to our team. You know who you are. We appreciate your commitment. I plan on celebrating with A Beach Babes Beach Party when all the work is finished, we deserve it.

P.S. If you know someone who would like to participate at any level, I will be happy to send them an invitation to join our team, just send me their email address.