Luminaria

Handbook

LUMINARIA HANDBOOK

Table of Contents What is Relay For Life?................................................................................................. 3

How Relay Works:.....................................................................................................................3 The Mission of the American Cancer Society: ..........................................................................4 Vision 2015 – A Sense of Urgency:...........................................................................................4 The Mission of the American Cancer Society Relay For Life: ...................................................4 The Lifesaving Impact of Relay For Life: ...................................................................................4 Cancer In Our Community:........................................................................................................4 Where the Money Goes: ...........................................................................................................5 Getting Results:.........................................................................................................................6 Relay For Life National Event Standards: .................................................................................6 Relay For Life Committee Expectations: ...................................................................................7 As a Relay For Life Committee Member: ..................................................................................7 Tools you should have in your RELAY TRUNK: .......................................................................8

Luminaria Chair ............................................................................................................. 8 Ceremony Purpose ...................................................................................................................8 Ceremony Structure ..................................................................................................................8 Duties and Responsibilities .......................................................................................................8 Pre-Event Luminaria Duties ......................................................................................................9 Supplies.....................................................................................................................................9 On-site Coordinator .................................................................................................................10 Luminaria Task Checklist ........................................................................................................11 Luminaria Tips.........................................................................................................................12

The Luminaria Ceremony ........................................................................................... 13 Organizing the Luminaria Ceremony.......................................................................................13 Conducting the Luminaria Ceremony......................................................................................14 Tips for an Inspiring Ceremony ...............................................................................................14 Sample Ceremony Script ........................................................................................................15 Key Points to Convey During Your Luminaria Ceremony: ......................................................20 Song Suggestions ...................................................................................................................20

Luminaria Lighting and Layout .................................................................................. 21 Luminaria Lighting Selections .................................................................................................21

Complementing Your Luminaria Ceremony ............................................................. 24 Memory Garden ......................................................................................................................24 The End ..... is just the beginning! ...........................................................................................25

Appendix...................................................................................................................... 25

2

LUMINARIA HANDBOOK

What is Relay For Life? Relay For Life is the American Cancer Society’s signature event, taking place across the nation and in countries around the globe. In fact, it’s the largest annual not-for-profit fundraising event in the world! It brings together 3.5 million people to: Celebrate the lives of those who have battled cancer. It is the strength of cancer survivors that inspires us to continue the fight. Remember loved ones lost to the disease. At Relay, those who have walked alongside those battling cancer can grieve and find healing. Fight back against a disease that takes too much. We make a commitment to save a life by taking up the fight The event began in 1985 in Tacoma, Washington when Dr. Gordon Klatt walked for 24 hours to raise money for the American Cancer Society. Since then, Relay For Life events have raised $2.5 billion to support programs aimed at eliminating cancer and supporting those affected by the disease. California Division’s Relay For Life has made significant contributions to the fight against cancer since its inception. In 2007, the California Division had 303 Relays and raised $33.3 million for the fight against cancer. In 2008, Relay For Life will take place in 313 communities and will raise an estimated $36.5 million in California.

How Relay Works: Friends, family, coworkers and neighbors come together to form a Relay team, which collects donations leading up to the event. On Relay Day, team members take turns walking around the track during the 24 hours of Relay, making sure that someone is on the track at all times. Why 24 hours? We are asking you to give a day out of your life for those who may not have another. There are similarities between the Relay For Life and a cancer patient’s experience: It may get really hot during the day, and you may feel like quitting, but you keep on walking. It may get windy and cold at night – it might even rain. But you press on through the darkest hours knowing that the sun will come up and it will be a new day. Each Relay For Life starts with the Survivors’ Lap, during which cancer survivors from the community walk the first lap around the track to celebrate their victories and thank their caregivers while others cheer them on. At dusk, luminaria bags are lit, and remain lit throughout the night to create a path of hope. They are decorated to remember those lost to cancer and again honor caretakers and those that have survived the disease. The luminaria ceremony is a time for reflection, grieving and hope. These two inspiring and reflective ceremonies are followed by the Fight Back Ceremony, in which attendees literally and figuratively take up a flag against cancer and pledge to fight back against the disease.

3

LUMINARIA HANDBOOK

Relay For Life is also an opportunity to deliver life-saving prevention and detection messages to participants.

The Mission of the American Cancer Society: Founded in 1913, the American Cancer Society is the nationwide community-based voluntary health organization dedicated to eliminating cancer as a major health problem by preventing cancer, saving lives and diminishing suffering from cancer, through research, education, advocacy and service.

Vision 2015 – A Sense of Urgency: The American Cancer Society is making tremendous progress in the fight against cancer, but there is still a long road ahead. Your involvement with the American Cancer Society is helping save lives and improve the quality of life for cancer patients and their families. The Society has ambitious goals for the next ten years and we need your help. By the year 2015, the Society aims to: double the number of lives saved from cancer; reduce the incidence of cancer by 25 percent and improve the quality of life of cancer patients and their families. Relay is a powerful vehicle communities can use to support the Society’s mission to fight back against cancer!

The Mission of the American Cancer Society Relay For Life: The American Cancer Society Relay For Life represents the hope that those lost to cancer will never be forgotten, that those who face cancer will be supported and that one day, cancer will be eliminated.

The Lifesaving Impact of Relay For Life: Relay For Life is making a significant impact on the American Cancer Society’s ability to meet our goal of eliminating cancer. Last year in California: Thousands of volunteers took part in 303 Relay For Life events across the state. Those volunteers recruited the more than 180,000 participants who heard the life saving

messages of the American Cancer Society. 33,385 survivors were honored at Relay For Life activities. Relay For Life raised more than $33.3 million dollars for the fight against cancer.

Cancer In Our Community: Cancer can affect anyone, regardless of age, gender, ethnicity or economic background:

4

LUMINARIA HANDBOOK

One out of two men and one out of three women will be diagnosed with cancer. In 2007, more than 1.4 million people nationwide will be newly diagnosed with cancer. In 2007, more than 133 thousand people in California will be newly diagnosed with

cancer. There are approximately 10.5 million cancer survivors living in the United States. Practicing good nutrition habits, not using tobacco products and being physically active

can prevent two thirds of cancer deaths.

Where the Money Goes: Funds raised by the American Cancer Society Relay For Life support the organization’s programs, which focus on four distinct areas: research, education, advocacy and service.

Research The American Cancer Society was involved in many of the major cancer research breakthroughs of the last 90 years, including identifying smoking as cause of lung cancer, mammography screening for breast cancer and the PSA test for prostate cancer screening. Currently, the Society is recruiting a diverse group of approximately 500,000 adults from across the nation for its third Cancer Prevention Study (CPS-3). CPS-3 works to better understand the lifestyle, environmental and genetic factors that cause or prevent cancer and ultimately help eliminate the disease as a major health concern for future generations. Enrollment is only available at select Relay For Life events across the nation. In 2008, enrollment will be held at 19 Relay For Life sites in California. The California Division of the American Cancer Society has invested $55 million in research in California. Nationwide, since 1946, the Society has funded nearly $3 billion in research. By investing about $130 million in research each year, the American Cancer Society dedicates more money to cancer research than any other private, not-for-profit, non-government organization in the United States. We have funded 42 researchers who later went on to be awarded the Nobel Prize.

Education Following American Cancer Society’s wellness and cancer-detection guidelines can save your life or the lives of people you love. The American Cancer Society provides materials and educational programs on early detection and prevention of cancer to a variety of high-impact constituents in the community, including employers, schools, churches, local government, hospitals and community service groups.

5

LUMINARIA HANDBOOK

Advocacy We fight for life-saving policy to increase federal research funding, reduce tobacco use, promote early detection of cancers, improve access to care and support cancer patients. The American Cancer Society has advocated the passage of legislation that has had a positive impact on controlling cancer. For example, lung cancer rates in the California have declined over the past several years thanks to several tobacco control initiatives.

Service Patient and family support services such as Look Good… Feel Better, Reach to Recovery and Road to Recovery help people with cancer during and after treatment. Anyone, anywhere can access cancer information and support 24 hours a day, seven days a week at 1.800.ACS.2345 or at www.cancer.org.

Getting Results: American Cancer Society funded research, prevention and early detection programs are helping more people survive cancer than ever before in history: In 1946, one out of four cancer patients survived more than five years; today, two out of

three patients are alive five years after diagnosis. More than 75,000 patients and survivors in California received American Cancer Society

information and services or attended survivor events. Society Cancer Information specialists staffing the 24/7 toll free number answered more

than 101,000 calls from across California seeking free support and information. Almost 8,500 people in California received transportation assistance for treatment

appointments, for a total of almost 290,000 rides.

Relay For Life National Event Standards:

Mandatory • 24-hour overnight event • Opening and closing ceremonies • Luminaria ceremony • Survivorship activities • Mission Delivery activities

(education) • Team registration/commitment fee • Graphics standards on logo • Tobacco and alcohol-free event

Recommended • Sponsorships • Team and individual incentives • Expense ratio of 10 percent or less • Communication/newsletters • Team captain meetings • Bank night(s)

• Fight Back Ceremony

6

LUMINARIA HANDBOOK

Relay For Life Committee Expectations: When you become a member of the Relay For Life committee, you become an American Cancer Society volunteer. You, along with your fellow committee members are producing an event that will positively impact the lives of people in your community. By helping raise cancer awareness and money, you and everyone involved in Relay For Life are fighting back against cancer. Relay For Life is a community-owned, volunteer-driven event. Your staff partner is your coach and your resource.

As a Relay For Life Committee Member: Plan on attending all committee meetings. Recruit help! As your event grows, you will need sub-committees. Two-year terms are recommended. Plan for your transition by appointing a co-chair. Assist other committee members when asked. Attend Society trainings about your committee position (i.e., Relay U or Track Chats). Recruit teams! This is the key to a successful Relay Complete a partnership agreement with event chair and subcommittee chairs. Have a team of your own or be a team member. Plan to be at the event to help set-up. Plan to camp out and be at the event the entire 24 hours. Plan to stay until the end and help clean up. Get all the work done prior to the event so you can enjoy the event. Attend the wrap-up meeting to brainstorm how to improve next year’s event.

7

LUMINARIA HANDBOOK

Tools you should have in your RELAY TRUNK: A Relay For Life video Relay For Life posters Relay For Life brochures Relay For Life annual report booklet Your Relay For Life notebook

Luminaria Chair

Ceremony Purpose The Luminaria Ceremony is a ceremony of remembrance and hope. It symbolizes a time to grieve for those we have lost, to reflect on our own cancer experience or that of those closest to us, and to find hope that tomorrow holds the promise of a cancer-free world.

Ceremony Structure The ceremony is structured to take participants on an emotional journey similar to that of the cancer experience. This is the “remember” component of Celebrate. Remember. Fight Back. It is essential that the ceremony is quiet and reverent, and that it gradually builds so it ends on a note of inspiration and hope.

Duties and Responsibilities Recruit Luminaria Sub-committee volunteers and meet with them regularly Attend event committee meetings Attend Team Captain meetings Develop a plan to increase Luminaria income Develop a data entry plan Plan the placement of Luminaria Plan the Luminaria Ceremony Obtain Luminaria supplies Staff Luminaria area until ceremony ends Pick up Luminaria after event ends Recognize and thank Luminaria volunteers and in-kind donors

Being organized will maximize the impact of the ceremony and simplify the set-up process. As you recruit a Luminaria Sub-committee to assist you, consider dividing tasks into the areas of supplies, on-site coordinator, and the ceremony.

8

LUMINARIA HANDBOOK

Pre-Event Luminaria Duties To truly optimize the Luminaria element of a Relay For Life event, just as with all other positions of a Relay For Life committee the Luminaria Chair should start early. Luminaria can be sold from the first committee/Rally/Team Captain meeting all the way to the moments before the Luminaria Ceremony. Here are a few hints: Work with your Event Chair to represent the Luminaria Committee at your community

Kickoff and/or Rally. Have a few bags decorated and placed on the stage to be used as an example for those unfamiliar with the symbolism of a Luminaria. Sell bags at these events in order to get a ‘head start’ on sales.

Although Luminaria supplies are typically inexpensive any item we can obtain through donation can increase a Relay For Life events fundraising totals. If possible, attempt to obtain items such as lighters, markers, etc via donation. Also, consider having your Luminaria area sponsored by a local arts & crafts or scrapbook store – have then donate supplies to decorate bags in exchange for appropriate recognition.

If your Relay For Life event is using tables at community fairs, expos, etc for outreach use these functions as an opportunity to sell Luminaria bags. Luminaria are a nice way for a community member to make a donation on behalf of a loved one, and will possibly bring them out to your event!

Promote sales of Luminaria bags by teams. Set a deadline (such as bank night) for Luminaria sales to count to a participant’s income.... Luminaria are a great fundraising opportunity for participants and teams – work with your Team Development Chair or Event Chair to promote it at all Team Captain Meetings!

Educate teams on the procedures of the luminaria ceremony. New teams may not know what to do during the ceremony. Make sure they know that they don’t need someone on the track during the ceremony and that everyone congregates to the stage for a time of reflection.

Remind Team Captains to have participants invite people to the Luminaria Ceremony. Distribute Luminaria brochures to medical offices, oncology offices, hospitals, etc. Promote the Luminaria Ceremony in order to get as many people as possible to see the

ceremony. It’s powerful....they will be inspired to form teams next year.

Supplies Sand—Work with Logistics Chair to arrange for pick-up or delivery.

Lighters—Log lighters work best. You’ll need plenty to quickly light all the candles.

Candles—are available at a low cost via your Staff Partner. Candles can be donated if

possible, however you should consult with your Staff Partner to ensure they are the correct size, type, etc.

9

LUMINARIA HANDBOOK

Glow Sticks—An option for events experiencing high winds during Relay or for those venues that require this. Glow sticks cost a bit more than candles; try to have them donated. They are available for order through your staff partner.

Luminaria Bags— are available at a low cost via your Staff Partner. Bags can be

donated if possible, however you should consult with your Staff Partner to ensure they are the correct size, type, etc.

“In Memory” and “In Honor” Cards/Stickers—Attach to the luminaria bags. These

are available through your staff partner and can be run through a computer printer. These items are optional, as some events prefer blank bags to allow for more personal decoration.

Lanterns or Flashlights—When you turn out the lights during the ceremony, you’ll

need something to help you see the program and for singers to see their music.

On-site Coordinator Arrange for several work crews for day of event to:

Fill bags with sand—You will need several volunteers/crews. Start early. Youth clubs

and organizations are terrific Luminaria volunteers. Distribute bags around track—Red wagons work very well.

Light the Luminaria—Or have people light their own Luminaria bags for a special

touch. This can be challenging and may require an extra measure of organization. Crew to spell “HOPE” with bags in the bleachers—Change to “CURE” during

ceremony, then back to “HOPE” at the end. See diagram in Luminaria Tools Section of RelayForLife.org.

Clean up—Throwing away bags with sand makes trash bags too heavy! Instead find a

disposal area for sand and throw away the bag/candle remains. Before disposing of bags, be sure to announce to attendees that they are welcome to take their bags with them and provide time to do so before cleaning up.

10

LUMINARIA HANDBOOK

Luminaria Task Checklist TASK COMPANY / CONTACT NOTES ARRANGED BY CONFIRMED

On-site Luminaria HQ (table, chairs, signage)

Candles / Glowsticks

Bags

Black Markers

Candle Lighters

Sand

Stuff to Decorate Bags (markers, stickers, etc.)

Honor / Memory Cards

Bag Decorating Crew

Bag Filling Crew

Bag Distributing Crew

Bag Placing Crew (spelling out HOPE)

Bag Clean-up Crew

Invocation

Poem Reader

Song & Singer

OPTIONAL ADDITIONS:

Empty Table Supplies

Bagpipe Player

Photos for PowerPoint

Names of PowerPoint

11

LUMINARIA HANDBOOK

Luminaria Tips Bags and Candles Bags, candles (or glowsticks), and in honor/in memory cards can be ordered through the

National Relay Products catalog on Ariba (work with your Staff Partner on this).

Luminaria Headquarters You can accept donations for Luminaria here and write names on bags. Let the Logistics

Committee know if you need signage. Staff your Headquarters appropriately – Accounting policies require two persons with

donations at all times, so you’ll need to staff your headquarters with two volunteers each shift.

Allow participants to decorate Luminaria bags on-site. They could decorate Luminaria bags during the day prior to ceremony. Have colored markers and stickers available for personalizing. Youth groups, such as girl scouts, etc are also good at this if participants aren’t comfortable with their artistic abilities.

Weather If you have windy weather, try rolling down the top of the bags for more stability. If

you’re going to do this, plan ahead and make sure names are written or honor/memory cards are affixed low enough on the bags.

Sand Put enough sand in the bags, but not too much. Two inches seems to work well. Too

little sand and candles will burn out; too much sand and you’ll have a lot of heavy sand to get rid of in the end.

Clean Up Make sure people don’t dump sand in garbage cans or on field. Trashcans will be too

heavy to lift. Use buckets to haul sand or load bags into the back of a truck at end of event.

Training Training Volunteers prior to your Relay For Life event date can make your job much

easier! Pull all volunteer together for a quick briefing on the day’s plan. Train assembly volunteers on the setup and timing of Luminaria placements, filling, etc. And train sales volunteers on purchase procedures and any questions they might encounter from customers.

Liability Have Release and Waiver Of Liability forms been signed by volunteers working on your

Luminaria Committee?

12

LUMINARIA HANDBOOK

Lifting Do volunteers/staff understand the lifting procedures, and/or have they seen the lifting

video (ask your Staff Partner for this video)?

The Luminaria Ceremony

Organizing the Luminaria Ceremony Elements for creating a Luminaria Ceremony: To create a flawless and truly memorable Luminaria Ceremony you must prepare for the ceremony, just as you would for any other high-attendance community production. Some logistical elements to consider and prepare for.... Timing – do research as to the timing of sunset on the day of your event. Most events taking place during daylight-savings time hold ceremonies at 9pm, just as the sun has set for the evening. However if your event happens earlier in the season, you might want to do a little research as to what might be the perfect timing for your ceremony. Also included in timing is the time you begin to light the Luminaria bags. Lighting candles too early can lose some of the effect and magic of the experience, however lighting bags too late can cause disruption to the ceremony. The exact time will need to be determined by the number of bags at your site and the number of volunteers you have to assist. Typically, beginning to light bags about 15 minutes prior to your ceremony will end your lighting preparation just as the ceremony is about to begin. Site Logistics – it is important to consider the logistical elements of your site, items such as placement of the stage to cause as few interruptions as possible, quiet signs posted at all event entrances during the time of the ceremony, lighting elements that will enhance the ceremony while maintaining safety, with security patrol of common areas during the ceremony, etc. Audience Instructions – for those who are attending a Luminaria Ceremony for the first time the experience can be similar to entering into a new sorority/fraternity or a new church congregation for the first time. It can be filled with traditions or common actions that are unclear to a ‘newbie’; therefore it’s important that we provide instructions to the audience. Things such as doing a commercial for purchasing bags just before Luminaria sales close, explaining the importance and meaning of the bag in the ceremony, the importance of a quiet atmosphere, etc. Instructions should also be given when required during the ceremony – when moving to the Luminaria lap, APPROPRIATE conduct immediately following the lap, etc. Rehearsal - Luminaria Ceremonies often include the stories or words of various people. It is important that issues with words of transition, repetitive messaging, logistics, etc be worked out prior to event day and that all members come together to rehearse.

13

LUMINARIA HANDBOOK

Conducting the Luminaria Ceremony The Ceremony 3 Elements of a Ceremony – While all ceremonies are different and reflective of their communities, there are typically 3 main elements of a Luminaria Ceremony. The Introduction – typically done by the emcee of the Ceremony, the introduction is the announcement and setting of the tone for the Relay For Life Luminaria Ceremony. The introduction should include the audience instructions discussed earlier and can also include item such as the symbolism of a Luminaria, introduction of speakers, a moment of silence and remembrance (if not incorporated in the other elements of the ceremony), etc. The Main Content – the main content of a Luminaria Ceremony should take participants on an emotional journey similar to that of the cancer experience. Suggested main content is a Caregiver Speaker who is well selected and instructed to provide a story that highlights their personal cancer experience, while honoring the personal experiences of all in attendance and emphasizes the hope that Relay For Life events provide. Luminaria Ceremonies are often the most attended and most memorable portion of a Relay For Life event, therefore it is important that the Main Content and Speakers for the Luminaria Ceremony be carefully selected and prepared. The Celebrate. Remember. Fight Back. Guidebooks along with RelayForLife.org have endless suggestions for readings, poems, etc. And in an effort to assist you with Speaker selection and preparation we’ve provided a few documents below. The Closing – Following the speaker, all participants will walk around the track in a silent lap. This part of the ceremony provides participants the opportunity to grieve. The closing speaker should incorporate instructions for the lap and end the ceremony on a note of inspiration and hope. This can be done with simple words, music or a poem. See appendix: “Searching for your Speaker” and “For Relay Ceremony Speaker”.

Tips for an Inspiring Ceremony Stop all activity on the field during this time of reflection. Remind participants of the

significance of the ceremony. Use signs with “Quiet Please” to educate participants of appropriate activity during the

ceremony. Ensure that the ceremony is long enough to appropriately honor and remember those for

whom Luminaria have been lit.

14

LUMINARIA HANDBOOK

Keep the ceremony brief enough to hold the interest of the participants. Usually, 30

minutes or so is sufficient. Change your ceremony poems, signers, and speakers every year to keep the participants

interest. If you have a speaker, meet with them beforehand and encourage them to stay within the

timeframe they are given that is usually 5 minutes or so. Live singers make the ceremony special. Gospel choirs are a popular choice if available.

Designate a volunteer to take a quick walk around the track to make sure the path is clear

as the Luminaria Ceremony begins. When it is dark and as participants are walking and looking at Luminaria bags, they are not necessarily aware of obstacles that are sometimes near the inner edge of the track.

At the end of the Luminaria Ceremony, bring the mood (and the lights) back up with

some fun, upbeat music. Get the party started again.

Sample Ceremony Script You can find this script in the Relay Library within the Event Development folder under Luminaria Ceremony at www.RelayForLife.org. This suggestion is provided simply as an example, countless other examples, content and ideas are available at www.RelayForLife.org – ceremonies should be reflective of your community and should be kept fresh in order to keep participants coming back each year. The ceremony begins with an introduction from the Luminaria chair to set the stage. The chair will share the meaning behind the Luminaria, introduce the main speaker, and close with a moment of silence to allow participants a moment of quiet reflection. A speaker will follow the moment of silence by sharing his or her story about their cancer experience. It is recommended that this person not be a cancer survivor, but someone who is a former caregiver who has lost someone. It is also recommended that the speaker bring his/her Star of Remembrance with him/her on stage to put a face on the story he/she is telling. It is important to include everyone in your audience. Recommended story points are included in the script that follows. Following the speaker, all participants will walk around the track in a silent lap. This part of the ceremony provides participants the opportunity to grieve. There should be no music or speakers during the first half of this lap. As walkers reach the halfway point, it is recommended that a poem be read. A suggested poem is included in the script that follows.

15

LUMINARIA HANDBOOK

After the poem, a song selection is suggested to keep walkers in the appropriate mood. Following the first song, the ceremony begins to shift to the reflection stage of the process. Another poem should be read to begin shifting the mood to one that’s more hopeful and uplifting. A second song should follow the poem and be of a mood and tone that continues the feeling of hopefulness. The ceremony closes with the main speaker returning to the stage and leaving participants feeling inspired and ready to continue fighting back against the disease. (A recommended reading here is “The Darkened Room.”)

Preparing participants for the ceremony 8:45 p.m. Begin lighting Luminaria candles. Be careful not to light the candles too early. It will not have the same impact. 8:55 p.m. Five minutes prior to the Luminaria Ceremony, the Luminaria chair (or Event chair) should make an announcement that the ceremony will begin shortly. All walking should be stopped, the track cleared, and generators stopped. The event should be as silent as possible. Volunteers are encouraged to use the provided signage asking participants for silence as the ceremony begins.

Sample script EMCEE: The Luminaria Ceremony will begin in five minutes. Please begin to make your way to the stage (designated area). If you’d like, please bring your Star of Remembrance with you as well. (Wait for people to begin gathering.) CHAIR: The Luminaria Ceremony is an opportunity for us to come together and remember why we’re here at Relay. I’d like to ask that you all please respect the meaning this ceremony carries by remaining silent. This is a time for us to grieve for those we’ve lost. It’s a time for us to reflect on how the disease has touched each of us personally. And it’s a time for us to look inside ourselves with quiet reflection and find hope. Because no matter what our experience with cancer has been, we all share the hope that we will one day live in a world where our children, and their children, will never have to hear the words “you have cancer.” Our track is illuminated by Luminaria. Each one represents a treasured relationship. They represent people, and each has a name and a story to tell. They are our mothers, our fathers, our sisters, our brothers, our sons, our daughters, our friends, and our loved ones. As they glow through the night, they represent our shared vision for a cancer-free future. We love the people these Luminaria represent, and we remember them, celebrate them, and fight back against this disease for them.

16

LUMINARIA HANDBOOK

Many of us are holding our Stars of Remembrance to celebrate and remember the lives of loved ones we’ve cared for and who this disease has taken from us. Tonight, we will hear from (insert name), who will share with us his/her story of (insert name) and his or her experience through cancer. Afterwards, we will join together in a silent lap of reflection. At the close of the ceremony, (insert name) will leave us with words of inspiration to carry us on through the night until morning when we will celebrate a new day. As we begin the Luminaria Ceremony, I’d like for us to all join together in a moment of silence to remember why we Relay.

Luminaria Ceremony Speaker (Five minutes max) Suggested speaker: A former caregiver who has lost someone to cancer Speaker tells the story of his or her personal experience with cancer. Suggested story points: Relationship to person cared for What it was like when they found out about the cancer diagnosis

(The speaker’s feelings, the patient’s feelings) A fond personal memory/short anecdote representative of their relationship Who is on his or her Star of Remembrance? He or she may also make mention that many

people are holding their own Star of Remembrance and have similar stories.

(While the story is being told: Volunteers should begin lighting the outline of a star with Luminaria in the stands or bleachers. This star will later be the “O” in Hope and should be positioned and sized appropriately.)

Speaker: This ceremony is an opportunity to remember (insert name) and all those we’ve lost. It is also a chance to celebrate their lives. The star in the stands illuminates the night and represents all of the people who are stars in our lives. As you walk around the track carrying your Star of Remembrance, reflect and watch as the word “Hope” is formed, with our star as the center. At this time, I invite everyone to join together in walking a lap of silence in honor or in memory of someone close to you who has battled cancer. Let each step be in remembrance of our experiences and those special people we’ve shared them with, a celebration of today and those with us on the track and in our hearts, and a step forward in our fight back toward a brighter tomorrow.

17

LUMINARIA HANDBOOK

Below are suggested poems to read as walkers reach the halfway point of the silent lap:

18

LUMINARIA HANDBOOK

EMCEE: The question most frequently asked of American Cancer Society volunteers and Relayers is “Why do you do this event year after year?” You may look at the person and realize that they don’t “get it,” and wonder if there is any way to explain how Relay changes people’s lives. (PAUSE) How do you explain the story of the newly diagnosed cancer patient who attends a Relay and meets another cancer survivor who has had the same exact disease and is still alive? (PAUSE) How do you explain the story of a caregiver who has traveled down a path of compassion, love, joy, sorrow, guilt, loss, and depression? You explain how, at Relay, a caregiver can talk to the only other person who could possibly understand this difficult journey – another caregiver. (PAUSE) How do you explain the story of a friend or coworker who has seen someone they know battle this deadly disease and has felt they could do so very little to help? Yes, they could take the person to treatments, or mow their yard, or bring them dinner, but it isn’t enough. Yet at Relay, you can form a team, raise money, educate people on cancer, and fight back against a disease that takes too much. (PAUSE) All these people have found at Relay what you have found – hope. You can feel it in the air at 3:00 a.m. when you walk into a Relay. Wandering across a damp football field, you can almost touch the energy. That energy is hope – the combined power of hundreds or thousands of people who have come together with a common cause: to eradicate a disease. (PAUSE) EMCEE: The American Cancer Society Relay For Life is held to remember those we have lost to cancer, to support all those who are battling the disease, and to work toward the day that no one has to hear the words “you have cancer.” (PAUSE) And when the final book is written on how cancer was eliminated, the American Cancer Society Relay For Life will have the last chapter. It will explain how millions of people in thousands of communities in our country and across the globe came together to eradicate a disease, forming the largest not-for-profit fundraising event in the world – the largest in humankind’s history. (PAUSE) On behalf of millions of Relayers everywhere, thank you (neighborhood/town/city/county) for providing the gift of Relay. Thank you for providing the gift of hope to so many people. Thank you for providing the “light out of the darkened room.” This closes our Luminaria Ceremony. After five minutes, bring the lights back on around the track. Many people will still be in a reflective mood, so select music that isn’t too loud or inappropriate. At conclusion of Luminaria Ceremony, play some fun, upbeat music as you bring the lights (and the mood) back up to get the party going again.

19

LUMINARIA HANDBOOK

Key Points to Convey During Your Luminaria Ceremony: Quiet your site by shutting down generators, loud speakers, and activities around the

track and on the infield. Make announcements asking participants to gather near the stage or area where the

Luminaria Ceremony will begin. Welcome participants and let them know you will be taking them through a journey of

quiet reflection that will gradually build to one of hope and inspiration. Ask a speaker to share his or her story of remembrance. Choose a caregiver who has lost

a loved one to cancer. Remember Relay’s philosophy: We are here so that those who face cancer will be

supported, that those who have lost their battle will not be forgotten, and that one day cancer will be eliminated.

Reiterate the importance of quietness during the ceremony by utilizing “Quiet” signs. Consider utilizing different lighting selections each year.

Song Suggestions Numerous Song recommendations are also available at www.RelayForLife.org Rubin Studdard – “Flying Without

Wings” Billy Gilman – “There’s A Hero” Josh Groban – “You Raise Me

Up” Train – “When I Look To The

Sky” Alabama – “Angels Among Us” Diamond Rio – “One More Day” Eric Clapton – “Tears In Heaven” James Taylor – “You’ve Got A

Friend” Josh Groban – “To Where You

Are” Phil Collins – “True Color” Pretenders – “I'll Stand By You” Andrea Bocelli and Celine Dion –

“The Prayer” Eva Cassidy or Sting – “Fields Of

Gold” Leann Womack – “I Hope You

Dance”

Bette Midler – “The Wind Beneath My Wings”

Joe Diffie – “A Night To Remember”

Elton John – “Circle Of Life” Fisher – “I Will Love You” Elton John – “Candle In The

Wind” Sarah McLaughlin – “Angel” Beatles – “In My Life” Mariah Carey – “Hero” Whitney Houston – “One Moment

In Time” Celine Dion – “Because You

Loved Me” Celine Dion – “I Am Your Angel” Evanescence – “My Immortal” Warren Zevon – “Keep Me In

Your Heart” Phil Collins – “You’ll Be In My

Heart” And of course… “Amazing

Grace”

20

LUMINARIA HANDBOOK

Luminaria Lighting and Layout Luminaria Lighting Selections Every event has its own way of making the Luminaria special and meaningful for the community. The actual lighting of the Luminaria is one way in which you make your ceremony unique. Included here are examples of different ways your event could consider incorporating the lighting of your Luminaria as a part of your Luminaria Ceremony. You will want to adjust your script to reflect the lighting selection you have chosen. We’ve included selected scripts on the following pages. Additional selections are available on RelayForLife.org.

Luminaria Subcommittee and Volunteers Light All Luminaria Ask everyone to gather in front of the stage for Luminaria Ceremony. As the program starts, the committee lights the Luminaria encircling the track/grounds. When it is time for the silent lap to start, all bags are lit. You may choose to have some bags lit on stage so that participants feel connected. For instance, ask a survivor, active caregiver, and former caregiver to light symbolic bags.

Participants Light Luminaria Some events will allow participants to place Luminaria in front of their campsite so everyone can participate in a lighting ceremony. The best approach to this method is to conduct your ceremony from the stage and at the end ask everyone to join in a silent lap. (Best practice indicates that when using this element, the ceremony should be 20 minutes or less.) As participants near their campsite, they can fall out of the lap but remain silent. When most of the participants are situated, read this script and people will light bags at the appropriate cue. NOTE: If you are using this selection, it will be important to remember to still bring the mood/tone of the ceremony back up to one of inspiration before ending the ceremony and moving on with the remainder of the evening activities.

Lighting bags before the ceremony Some events choose to light their Luminaria at dusk to set the mood for the actual ceremony. If you are using this option, consider lighting Luminaria in the shape of the words HOPE or CURE during the ceremony while an appropriate poem is read. (See the list of poetry suggestions for ideas). Here are a few suggestions for Luminaria layouts and scripts to match. These include the following choices: HOPE with a star as the “O” HOPE to CURE (See following pages.) HOPE to CURE – larger version (See following pages.)

21

LUMINARIA HANDBOOK

Luminaria Layout and Instructions: HOPE in the Bleachers To enhance your Luminaria Ceremony, consider this: Spell “HOPE” in the bleachers with Luminaria bags. You can put these out during the day. If it’s hot, don’t put the candles in until the sun sets... they’ll melt! Use plain bags... since all the ones with names on them should go around the track so people can find the bags they dedicated. When the Luminaria Ceremony begins, have a crew light the HOPE. Another idea... is to change HOPE to CURE during the ceremony. People will be awe-struck! Simply move some of the bags around to transform HOPE to CURE. Have a crew of at least 4 people to do this. Try to keep it a secret so people will be surprised. Example below. You may want to consider changing CURE back to HOPE at the end of the Luminaria Ceremony... since we have not yet found a cure. Let these candles burn through the night.

HOPE Star - 70 Luminaria Bag Pattern on Seven Bleacher Steps

22

LUMINARIA HANDBOOK

“HOPE” to “CURE” - 59 Luminaria Bag Pattern on Five Bleacher Steps

When changing “HOPE” to “CURE,” have three people work to move the bags as follows: Person 1 moves bags A, B, and C, holding two bags in one hand and one in the other. Person 2 moves bags D, E, and F, holding two bags in one hand and one in the other. Person 3 moves bags G, H, and I, holding two bags in one hand and one in the other.

“HOPE” to “CURE” - 164 Luminaria Bag Pattern on Eight Bleacher Steps

When changing “HOPE” to “CURE,” have six people work to move the bags as follows: Person 1 moves bags A, B, C, and D, holding two bags per hand. Person 2 moves bags E, F, G, and H, holding two bags per hand. Person 3 moves bags I, J, K, and L, holding two bags per hand. Person 4 moves bags M, N, O, and P, holding two bags per hand. Person 5 moves bags Q, R, S, and T, holding two bags per hand. Person 6 moves bags U, V, W, and X, holding two bags per hand.

23

LUMINARIA HANDBOOK

Complementing Your Luminaria Ceremony

Included here is just one example of a way to complement what you are already doing during your Luminaria Ceremony. Because the ceremony is a time of reflection and healing, offering a place where this can be done in quiet solitude may offer some a place of comfort, especially as the tone of the ceremony becomes more uplifting. For additional suggestions on how to complement your remembrance activities, visit RelayForLife.org.

Memory Garden How to Set up a white canopy tent. The best recommendation for a minimum size is 15’x15’. Stretch white sheets around the perimeter, leaving one side open. Post this poem at the opening of the tent.

24

LUMINARIA HANDBOOK

Complementing Your Memory Garden Ask a local florist or garden supply store to donate and deliver potted trees and flowers.

(HINT: Ask if you can return the trees at the end of the event, donate them to a local park or school, or raffle them off for additional funds.)

Line the tent and trees with white holiday lights. Ask local school children to paint pictures that represent healing to decorate one side of

the tent. The remaining two sides of the tent should be left accessible so people can affix

photographs, poems, and quotes to the white sheets. Provide basic supplies for people to do so (note cards, safety pins, markers, pens, double-sided tape, etc.). You can also provide fabric markers if you would like people to leave messages directly on the sheets.

If you have access to electricity, you may consider playing soft music in the tent or adding a tabletop water feature to the garden area.

The End ..... is just the beginning! This handbook is provided as a brief overview of the duties of a Luminaria Chair. It is important that the Luminaria aspect of a Relay For Life event be reflective of your community and kept fresh and hopeful each year. For countless other resources, ideas, and advice from fellow Luminaria Chairs please visit www.RelayForLife.org. Happy Relaying!

Appendix 1. Searching for your Speaker 2. For Relay Ceremony Speaker

25

RELAY FOR LIFE

SEARCHING FOR YOUR RELAY FOR LIFE SPEAKER

Search wide and far. Consider including your teams in your search for a speaker. Ask Team Captains to write out nomination forms for team members or associates that have a story to share. Have your Planning Committee review these nominations and vote to select the speakers. Ceremonies should reflect your community. In some diverse communities, you may need to consider a translator or multiple ceremonies. If your community has had a cancer patient or survivor in the news recently, consider them as a speaker or invite them to your ceremonies and promote the American Cancer Society services available to them. Consider your message. So many times we simply find someone willing to speak, instead plan ahead and consider what message you would like to convey in your ceremony.

Kick Off – a call to action that encourages the audience to get involved. Consider stressing the sense of urgency in the fight against cancer and how Relay For Life saves lives. Opening Ceremony – an uplifting, energetic message to begin the 24-hour event. Stress the difference the American Cancer Society makes in the fight against cancer. Luminaria Ceremony – When the speaker has lost someone to cancer- a hopeful message of remembrance. Possibly ask the speaker to mention how that loss led them to Relay For Life and the fight against cancer. When the speaker is a Cancer Survivor- a message of hope and thanks, with recognition to those lost.

Remember to include Mission Delivery!! No matter the message or the ceremony, there is a way to include Mission Delivery. If the speaker contacted the American Cancer Society during their experience with cancer, be sure they mention it. If they did not…talk to them about some of the programs ACS offers and ask them to consider the difference it could have made in their experience. Think about our Research (CPS-3), Education (Information), Advocacy (Legislation passed) or Services (For Patients and/or Caregivers). Use ceremonies to recruit volunteers in your community. Talk with your staff partner to inquire if there are any specific MD messages that you could include in your ceremonies. If there is a need for Road to Recovery Drivers or you’re enrolling CPS-3 study participants in your community, find a way to incorporate those programs into your ceremonies. Plan for individual speakers to have no more than 5 minutes. A powerful story is personal but concise. The longer they speak the more likely they will loose their audience. Keep in touch with your speaker. Make your ask early in order to give them plenty of time to plan. Check in often and mentor them to make sure they have all information they need to create a powerful speech. Consider asking speakers to ‘practice’ the speech at a planning committee meeting. Ask speakers to arrive early and complete a sound check to become familiar with your sound system and stage. Prep all speakers. So often we focus on our keynote guest and neglect other speakers. If you have City officials or Relay Planning Committee members speak, ask them to include Mission Delivery, etc in their messages as well. Consider a conference call for all speakers at your event – or better yet, meet with them individually!

5/27/2008

RELAY FOR LIFE

SO YOU’VE BEEN ASKED TO SPEAK AT RELAY FOR LIFE…

Preparing your Speech… Know your audience. While this is your story and we want you to tell it in your own words, you’ll want to keep your audience in mind and be mindful of your message. Every Relay For Life ceremony should leave the audience with hope. Avoid in-depth medical jargon - you may lose your audience if you give too many details. Every detail of your fight against cancer is important, but your personal struggle is more powerful than medical details. Personal stories are powerful. Speak to your life while experiencing cancer – the shock of diagnosis, effect on your life and your family, etc Weave the American Cancer Society into your story. If you contacted ACS during your experience with cancer, mention that. If you did not contact ACS take a look at the services they provide and consider how they might have made a difference….or how they are making a difference for those currently battling the disease. Be Prepared…plan your speech for 75% of the allotted time, chances are you’ll go over. Consider different ‘versions’ of your story – you never know if you’ll be asked to lengthen or shorten your speech due to ceremony timing. “Connect with your audience’s gut and they’ll follow, without asking for details. Don’t connect, and you’ll never give them enough details to follow.”

Delivering your Speech…

Start your speech with a sentence that grabs your audience’s attention.

You become what you think. Think scared, you’ll be scared. Think passionate, you’ll be passionate.

Don’t apologize if you make a mistake; just keep going…chances are they didn’t even notice!

Go with the flow and don’t worry about being ‘technically’ perfect.

Wear your Relay gear proudly. If you don’t have any gear, don’t hesitate to ask your Relay Planning Committee to provide some. The other way you can be under-dressed for a Relay For Life Event is to not be wearing the Relay logo!!

Most importantly, speak from the heart. Relayers share a passion in the fight against cancer.

Speak from your heart and you’ll connect with theirs. “Nothing will ever replace an individual with a bold message, the passion to share it and an audience wanting to change” Your contact: _________________________, Relay For Life of ______________________ Phone: ______________________________. Email: ________________________________

5/27/2008