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American Cancer Society
Relay For Life of Fayette County
Planning Committee Meeting Minutes
Monday, January 14, 2013 – 6pm
Fayetteville Fire Station Headquarters, Fayetteville, GA 30215
Attendees: Jennifer Gibson (ACS Staff Partner-Fayette), Glenda Davis (ACS Marketing Development Director-South GA),
Mahli Lowder, Marji Clark, Elizabeth Avera, Maria Petranto, Joan Ernst, Emily Stastny, Debbie Straight, Cassie Rogers and
Becky Muller
Welcome & Introductions - Mahli
Distributions:
 Agenda
 Committee contact list to update if needed
 Luminary Form
 Torch Form
 Corporate Sponsorship Opportunities Form
 Survivor Registration Form
 Tentative Entertainment Schedule
 CPS- 3 Kick-Off sheet and pamphlet
 Thank You Photo Frames
 Magnets
 Save the Dates Cards
 Invitations to January 29th Kick-Off
CPS- 3 (Cancer Prevention Study 3):
 Jennifer discussed the study is for ages 30-65 and never diagnosed with cancer to sign up to participate. The
goal for Georgia is 10,000 and the goal nationwide is 300,000 to be registered. December 31st is cutoff.
 March is Atlanta area push. Testing facility is in Newnan.
 Anyone can be a CPS- 3 Champion that talks to others about the study and gets participants.
 For more information, e-mail [email protected] or call toll-free 1-888-604-5888 or visit www.cps3atlanta.org
Our Relay Priorities:
 CPS-3 – Promoting and engaging people to enroll in CPS-3 (3/7/13 from 10 a.m. – 2 p.m. or 3/12/13 from 7 a.m.
– 11 a.m. at the Summit Family YMCA Highway 34 East, Newnan, GA 30265)
 Retention – getting past teams registered.
o Zach wants to have a phone-a-thon on a Wednesday night (to be determined). Suggested to have
another one on a night other than Wednesday and to have them before the January 29th kick-off.
o Goal is to have 65 teams registered; current status is 31 teams.
 Recruitment – engaging new teams.
o Ask churches, schools and businesses to challenge others with same affiliation (includes Committee
members participating)
 Sponsorship
o Sponsored amount will be counted towards your team’s fundraising this year
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American Cancer Society
Relay For Life of Fayette County
Planning Committee Meeting Minutes
Monday, January 14, 2013 – 6pm
Fayetteville Fire Station Headquarters, Fayetteville, GA 30215
Unfilled Committee Positions:
 Fundraising Chair
 Logistics Chair
 Publicity Chair
 Spirit Chair
Tentative Entertainment Schedule – see sheet
Kick-Off – “Bon Voyage Party” Tuesday, January 29th at Peachtree City Christian Church, drop by 4 p.m.-7 p.m.
 E-mails distributed January 15th and invitations will be mailed this week
 Greeters/Registration – receive passport, register self/team, collect Team Captain packet and materials (Carrie
and Carol will man station)
 Accounting – turn in money, learn how to use accounting sheets if necessary (Joan will man station)
 Fundraising – ABCs of Fundraising, pick up feet, cups, stickers, online fundraising information, incentive sheets
and materials (need person to man station)
 CPS-3 – opportunity to register as a champion or participant, video, ask questions (Nicki will man station)
 Prizes – pick up last year’s grand shirt and see 2013 incentive samples (Cassie will man this station)
 Local Mission Information/Survivorship – Road to Recovery, Look Good Feel Beautiful information (Emily S. will
man this station)
 Captain’s Quarters – turn in passport, receive stadium cup if registered (Mahli and Marji will man this station)
 Photos – My reason to Relay
 Shopping – teams can showcase their team fundraisers
 Art Gallery – teams bring photo boards of previous years’ Relays
 Committee members are requested to advise if you can attend and bring items to decorate tables that are
cruise, tropical, things you do on a cruise ship, etc. related; Elizabeth will attend.
Relay Ambassadors and Honorary Chair:
 Bill Hicks is Adult Ambassador
 Student Ambassador is to be determined from Monica Thomas
 Honorary Chair suggestion made for Carol Striler as she battling brain cancer. Mahli will contact her to see if she
is willing to do it and feel up to doing it. Please keep Carol in your prayers.
Committee Updates:
 Emily Stastny is new Survivor Chair
Birthdays in January:
 Emily Holt, Mary Lou, Cindy
 Mahli brought donuts to celebrate
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American Cancer Society
Relay For Life of Fayette County
Planning Committee Meeting Minutes
Monday, January 14, 2013 – 6pm
Fayetteville Fire Station Headquarters, Fayetteville, GA 30215
Announcements:
 Delta Air Lines will have their own campus relay and will not be with Fayette County Relay.
 Fayette County won the 2012 Top Ten Per Capita Award.
 Marji’s son and future daughter-in-law, Jake and Cassie, are getting married July 7th this year.
Other Dates:
 Thursday, January 17th – CPS-3 Kick-Off Breakfast (730 a.m.-10 a.m. Renaissance Atlanta Waverly Hotel-Galleria)
 Tuesday, January 29th – Bon Voyage Party (4 p.m. – 7 p.m. drop by at Peachtree City Christian Church)
 Thursday, March 7th – CPS-3 enrollment and testing (10 a.m. – 2 p.m. Summit Family YMCA –Newnan)
 Tuesday, March 12th - CPS-3 enrollment and testing (7 a.m. –11 a.m. Summit Family YMCA –Newnan)
Meeting Schedule: All Times are 6 p.m. – 8 p.m.
 Committee Meeting – Monday, February 25th (location to be determined)
 Team Rally – Thursday, March 7th (Fayette County High School)
 Committee Meeting – Monday, April 8th (location to be determined)
 Team Rally – Thursday, April 18th (location to be determined)
 Turn off Torch Orders Online – Wednesday, May 8th
 Turn off T-shirt orders (to be determined)
 Committee Pizza/T-shirt Party – Monday, May 13th
 Bank Night – Tuesday, May 14th (location to be determined) to turn in your money and pick up your t-shirts
 Turn off Luminary Orders Online – Wednesday, May 15th
 Relay For Life of Fayette County – Friday, May 17th (4p.m. – 11 p.m.) (Fayette County High School)
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