Recruitment Proposal

Katelyn, Taylor, Kenya, Matt, Brett and Ambreen

Summary
Get our school excited
Bring together and organize participants, teams, teachers,
volunteers, school support and survivors
Collect registration forms and fees and organize and execute
event day registration check in
Katelyn and Taylor: team recruitment
Kenya: survivor recruitment
Matt and Brett: volunteer recruitment

Goals
100 SJAM teams
30 Elementary school teams
50 survivors
2 survivors to talk at the
Relay Rally

Who Is Involved
Confed students play a large part
Participants
SJAM students
Elementary school students
The community

Teachers
Parents of SJAM students

Event Planning Steps

Teams: Katelyn and Taylor (Ambreen)
Survivors: Kenya (Ambreen)
Volunteers: Matt and Brett (
Spreadsheet per category to organize all participants
Binder per category for all forms, organized in alphabetical order

March
Su
nd
ay

M
on
da
y

Tu
es
da
y

W
ed
ne
sd
ay

Th
ur
sd
ay

Fri
da
y

Sa
tu
rd
ay

27

28

3
Be
fam
iliar
with
how
to
use
onli
ne
regi
stra
tion

4
Con
tact
ele
me
ntar
y
sch
ools
to
tell
the
m
abo
ut
rela
y

8
Hav
e
spr
ead
she

9
Hav
e all
volu
nte
er

10

11

12

April
Su
nd
ay

M
on
da
y

Tu
es
da
y

W
ed
ne
sd
ay

Th
ur
sd
ay

Fri
da
y

Sa
tu
rd
ay

1
Lau
relw
ood
Rela
y
Rall
y

4
Rela
y
Rall
y
first
day
of
regi
stra
tion

5
Reg
istr
atio
n at
lunc
h

6
St.
Nick
s
Rela
y
Rall
y

7
Reg
istr
atio
n at
lunc
h

8
Cen
ten
nial
Rela
y
Rall
y

10

11
Edn

12
Reg

13
Reti

14
Reg

15

16

May and June

Su
nd
ay

M
on
da
y

Tu
es
da
y

W
ed
ne
sd
ay

Th
ur
sd
ay

Fri
da
y

Sa
tu
rd
ay

2
Sen
d
out
volu
nte
er
em
ails

5
Stu
den
t
volu
nte
er
me
etin
g at
lunc
h

9
Tea
m
cap
tain
me
etin
g

10

11

12

13
Ele
me
ntar
y
sch
ool
mo
ney
coll

14

Event Planning Steps - Meetings

Confed meeting
give out volunteer and survivor forms (50 volunteer forms, 20 survivor)

Staff meeting
give out volunteer and survivor forms (25 volunteer forms, 15 survivor)

Retirement home (Court at Laurelwood)

give out survivor forms (15 survivor forms)
find representative who we can communicate with to organize survivors we want to
participate in relay for life
(519) 725-2442 and can message on website

Event Planning Steps - Survivors

1.Create spreadsheet
2.Print off 50 survivor forms
3.Create scripts for confed meeting, retirement home and staff
meeting
4.Go to retirement home to collect forms
5.Upload survivor information into spreadsheet
6.Organize survivor forms in binder
7.Contact survivors through representative in our school, or
representative from retirement home (Court at Laurelwood)

Event Planning Steps - Volunteers

1.Create spreadsheet
2.Print off 75 volunteer forms
3.Create scripts for confed meeting and staff meeting
4.Upload volunteer information into spreadsheet
5.Organize volunteer forms in binder
6.Send out volunteer emails
7.Organize student volunteer meeting
8.Organize check-in times

Event Planning Steps - Volunteers

Bag check

MC

Hamster ball

Tent runners

Video game tent

Sumo Suit

Registration

Head shave

Grade 11 class games

Parking

Face painters

Luminary lighters

Dinner

Henna

Sparkler lighters

Food Sales

Carnival tent

Breakfast

Tug of War

Clean up

Twister

Event Planning Steps - Teams

1.Learn how to use online registration
2.Create spreadsheet
3.Create powerpoint and scripts for elementary school relay rallies
4.Find confed volunteers to help run registration tables
5.Registration tables every Tuesday and Thursday
6.Organize registration forms
7.Attend team captain meetings
8.Collect money from elementary schools
9.Create What to bring forms

SJAM Teams
10 people per group
Each participant has to raise a
minimum of $100
$30 registration fee
luminaries
food
t-shirt
registration

Elementary Schools
Laurelwood, Centennial, St. Nick's, Edna Staebler
Grade 8s only
10 people per group (each person raise $50 each)
$15 registration fee
Luminary, food, registration, t-shirt

7pm-10:30pm
Relay Rally to them
beginning of leadership class until the end of lunch
contact the schools before

Elementary Schools
Relay Reps
1 or 2 teachers
collect registration forms
student leaders at the school
promote relay for life and recruit students from their school
1 or 2 come attend our relay rally at SJAM

Three days to collect money

Contact the principal to ask about the school joining our relay
Laurelwood: Liz Arbuckle liz_arbuckle@wrdsb.on.ca
Centennial: Betti Adams betti_adams@wrdsb.on.ca

Initial Email Example

Dear Laurelwood,
Sir John A. Macdonald school is hosting Relay for Life on June 3rd 2016. We think that this
would be a great opportunity to allow the Grade 8s to become assimilated into our school
culture. Therefore, we would like to invite the Grade 8s to make teams to participate in our
relay for life. The teams will be in groups of ten and each student will have to raise $50
minimum, with an extra $15 registration fee. Some of our confederation students would like
to come to your school on Friday April 1st at 10:00am to give a small presentation to the
students informing them about the event. Would this be something your school would be
interested in participating in and does this date work for you?
Thank you,
Sandy Millar
SJAM Student Activities

Budget / Registration Tables

$0
Decorations- yellow and blue table clothes (Taylor has), luminary
with candle)
6 tables on second floor (more room) and maybe first also
1 student volunteer per table
Chromebook at each table where students can register

Marketing Strategy and Plan

We are working alongside the marketing group
Business cards put registration details on it
caf events one every month, april is caf event for registration
posters, tweets, instagrams
100 team's tally posters to keep up the motivation
Convenience
Registration at lunch
Go to elementary schools and retirement home

Potential Barriers and Possible Solutions

Barriors
Cant get
enough
survivors

Solutions
Contactin
g with
more
retireme
nt homes
and
asking
people
who
have had
a loved
one who
survived
or
passed
away
from

Thanks for Listening!