Amy's Angels 3-Day Team Expectations & Responsibilities

By joining Team Amy’s Angels, you are agreeing to be a part of something much bigger than yourself. You are agreeing to be a part of a team. A team that has a common goal of raising money to end breast cancer.

To do this, team members (both walkers and crew)hereby agree to the following expectations:

Enrollment into the Event
Walkers:
o Anyone who is agreeing to walk needs to be registered for the walk in the city that the team has agreed upon attending.
o Walkers are responsible for their own event registration costs.
o Walkers are encouraged to sign up for the walk at their earliest convenience to be able to fund raise in a timely fashion.

Crew:
o Anyone who is agreeing to crew needs to be registered for the event in the city that the team has agreed upon attending.
o Crew members are responsible for their own event registration costs.
o Crew members need to sign up early as crew spots are filled on a first-come-first-served basis, and are usually capped at 400.
o Crew members do not have to be doing the same job as other team members, it is up to the crew member as to their job choice.

Out of Pocket CostsWhen it comes to the event, be prepared for some additional out of pocket costs. These costs include, but are not limited too:
· Shoes (at least 1 pair, 2 pairs recommended)
· Wicking clothing (shirts, shorts, socks, etc)
· Fanny pack
· Water bottle
· Registration fee
· Money you are short in your minimum fundraising goal (walkers only)
· Crew team items (van decorations, costumes, theme items, etc)
· Transportation to the event (gas, air fare, etc) *
· Hotel costs *
· Meals (dinner on Thursday night & Sunday evening, etc)

Optional out of pocket costs include:
· Team t-shirts & sweatshirts
· Photobook from Shutterfly


*May be supplemented, in part, by the team account.


Fundraising
All walkers are required to raise a minimum amount of money to be able to participate in the 3-day. This minimum amount is determined by the Susan G Komen 3-Day Walk. All walkers agree, when enrolling into the event, to raise this amount. Walkers who do not raise this minimum amount will either need to supplement the remaining funds out of pocket or forfeit the walk all together.  **NOTE:  Starting in 2012, all 3-day walkers must have their minimum fundraising total met before the walk starts, or else they will not be eligible to participate.

Crew members do not have a fundraising minimum amount, but are encouraged to fund raise.

There are two ways to help meet your fundraising goal: individual fundraising and team fundraising. Please Note: Individual fundraising should be your primary fundraising option. Team fundraising should not be considered the primary source of your fundraising. Team fundraisers can be cancelled at the last minute, and/or the expected amount could be much less than anticipated. Therefore, please do not count solely on team fundraising dollars.

Individual FundraisingAll walkers are expected to do the following in regards to their individual fundraising:
· Contact potential donors through e-mails and/or letter writing campaigns
· Make contact with potential donors on a reoccurring basis—often the intention to donate is there, but due to lack of follow up, donors forget. Therefore, multiple attempts may be needed.
· Send timely thank you’s to your donors when you receive a donation via e-mail (or via mail if no e-mail address is provided).
· Send the designed Team Thank You to all donors when the walk has finished (coordinated in advance by Amy or another team designate)

All crew members are expected to do the following in regards to fundraising, should they choose to fund raise.
· Contact potential donors through e-mails and/or letter writing campaigns
· Make contact with potential donors on a reoccurring basis—often the intention to donate is there, but due to lack of follow up, donors forget. Therefore, multiple attempts may be needed.
· Send timely thank you’s to your donors when you receive a donation via e-mail (or via mail if no e-mail address is provided).
· Send the designed Team Thank You to all donors when the walk has finished (coordinated in advance by Amy or another team designate)

Team Fundraising
All team members—walkers and crew—need to notify the Team Captain each year if they plan to participate in team fundraisers.

If a team member opts out of team fundraising, no funds from the team fundraising events will be deposited into their account.

Commitment to team fundraising does not require a team member to participate in all team fundraising events. Team members will pick which fundraisers they would like to be involved.

By participating in team fundraising, each team member will agree to help in the planning process of at least one of the following events:

Winter Cribbage Tournament
Spring Garage Sale
Summer BREAST Event & Pool Party

Planning process for each of these events includes, but is not limited too:
Securing the site for the event
Working with surrounding areas for publicity
Organizing all aspects of the event
Food, beverages, snacks
Entertainment (if applicable)
Delegation of responsibilities to those team members not planning, but participating in the event with specific details on what is expected of team members in order to have a successful event
Clean up, thank you cards, etc

It is important to note that team members organizing team fundraisers need to be clear and upfront about what they need from the team to make their event a success.

Team fundraisers are time consuming and can be stressful for those who are planning them. Therefore, those that are coordinating events need to meet as a group—well in advance—to start planning, brainstorming and organizing all aspects of the event. For example: if you have agreed to coordinate the garage sale, and you have gotten items, taken the day off work, made signs, and worked 12 hours a day during the sale, you would be upset if your partner or other event participants did not do the same amount of work--feelings could get hurt. To ensure this, team members need to have open and honest communication with one another. It is encouraged that all work is distributed evenly up front during the planning & brainstorming sessions so that it is felt that the funds are equally distributed.

Discretion on fund distribution will be used should a family or personal emergency take a participant out of the team fundraiser at the last minute.

Walkers who help with the planning & organizing of a team fundraiser will receive a full cut of the funds raised. A walker meeting the fundraising goal is first priority. All money will be directed towards walker accounts first before they are directed to a crew member’s account.

Online Silent AuctionThe Online Silent Auction is an event whose funds are split between walkers that are still short in their fundraising goal. Because of this, the auction requires everyone’s participation to make it a success. Each team member is encouraged to do the following:

Securing items for the auctionEach team member (walker & crew) are encouraged to secure 2 or more items of various values and tastes. Items can include: restaurant gift cards, craft items, sports tickets, etc.

Promotion of the event
E-mail or contact their donor list to share the information about the silent auction.

Money Raised During a Team FundraiserBecause of a generous contribution, currently all cash donations raised from team fundraisers, button sales and any other fundraising drive (online silent auction is not included), is matched 100% up to the first $2500.

This money is then deposited into each walkers account as agreed upon.

All money that is raised from the silent auction, because of how the money is collected (money is collected via check and credit card only, therefore, it must be deposited into participants 3-day accounts), will benefits all walkers first, then crew members. Money is divided based on need.

Training
All walkers are required to train for the event. It is an expectation that you will be prepared to walk at least 20 or more miles each day.

Therefore, walkers should be following the training guidelines and schedule that is provided to you in the walker handbook.

Traveling to the EventWalkers from similar areas are encouraged to drive together to the 3-day event as parking is limited and can be expensive.

Once opening ceremony details are announced (they change from year to year), an e-mail communication from the team captain or designate will ask the team what their plans are for arriving at the event, parking of cars during the weekend, and other travel-to-the-event information.

Please note: You will not have access to your car until after closing ceremonies on Sunday. Please plan accordingly.

Team Tenting
Out of convenience, and to get the full experience of the 3-day event, Team Amy’s Angels stays at camp in the provided accommodations.

Tents at camp are 6.5 ft by 6.5 ft. Because of this, sharing a space can be overwhelming. Therefore, the team will pair up with one another in logical pairings to make the accommodations more comfortable.

Because of the space in the tents, team members are encouraged to work with each other as to not double up on items that can ultimately be shared.

Crew members and walkers are not tented next to one another because of the early hours that are expected of the crew. Therefore, if a walker wants to tent with a crew member, they will not be in the walker area of camp—they will be in the crew area.

Team Hotel Accommodations on Thursday Evening
Due to the time that walkers and crew need to be at check in on Friday morning, Team Amy’s Angels will typically stay in a local hotel on Thursday evening.

Details for this hotel stay will come after the opening ceremonies events are announced.

Sometimes the cost for the hotel can be supplemented by the team account. This is done by donations from friends and family who have asked that their funds be applied towards miscellaneous expenses.

It is not required that a team member stays at the hotel the night before the event. Therefore, if anyone should decide to stay off site, it is their responsibility to make arrangements to arrive at the opening ceremonies on time.

Travel to the Opening Ceremonies
Depending on the hotel accommodations on Thursday night, travel to the ceremonies may be as simple as walking across the street, or driving across town.

Therefore, before the events, once opening ceremonies & hotel information is announced, the team will decide how they would like to arrive at opening ceremonies.

Pick Up of Cars & Gear After the EventWalkers and crew will have their luggage waiting for them in a holding area near the closing ceremonies site.

After the closing ceremonies, gear pick up can be congested. Therefore, it is best that if you have a friend, family member or loved one picking you up at the closing ceremonies, ask them to get your gear for you so that you can avoid this area.

If you are leaving your car at a 3-day approved car site, a shuttle will take you back to the car site. Shuttles are usually $20 (as of 2009) and need to be paid for in cash.

Team Thank You’sIt is proven that by receiving a thank you card, the likelihood of someone donating again is much greater than if you do not send a thank you card.

Each team member who receives a donation to their individual account is required to send out a thank you. This can be done via e-mail or through the mail. Thank you’s should be sent out in a timely fashion. You can set up your Participant Center on the 3-day site to send out e-mails automatically.

In addition to your own thank you’s, a team thank you card is sent out to each person who made a donation to our team (in money, product, time, etc). Team thank you’s are coordinated by Amy or a team designate. You will be asked to provide a list of names and addresses for the coordination of this effort.

Once the thank you’s have been ordered (purchased through the team account), all team members are asked to pick a night to write out their thank you’s as a group. If you are unable to come to the night picked by the group to write out your thank you’s, Amy will make arrangements to get those to you.