Relay For Life Team Retention Strategy Pennsylvania Division

Strategy Goals Ensure that proper time and attention is given to the appropriate Relay For Life team captains. Retain past teams. Build Relationships Recognize Note: This strategy focuses on Team Retention and should compliment a Team Recruitment strategy.

First steps to ensuring success… Run the following reports from Team Event System (TES)  Team Totals Report Analyze the information and categorize your Teams as follows:  High Impact (A minimum of the top 5 teams)  Mid Impact (remaining)

High Impact vs. Mid Impact Teams What defines High Impact? They are critical to the success of the event. They make up at least 25% of team income. Their efforts make a profound difference in the fight against cancer. They warrant a specific plan implemented by the staff/volunteer partnership that provides well-planned, ongoing communication. What defines Mid-Impact? Individually their impact is not extraordinary. Collectively these teams numbers are so great they are key to the success of a Relay event. Their efforts make a difference in the fight against cancer. They warrant well-planned, ongoing communication.

High Impact Strategy Consists of 2 in-person visits, 2 phone calls and 5 RFL “touch” cards. In person visits  Week 27 – CRM Visit post-kickoff - Staff and Team D Chair  Day of Event – Campsite visit – Event Chair and Team D Chair 2 Phone Calls:  Week 20 – Kickoff follow up  Week 10 – Spring - pre-event - check on Fundraising efforts.  Team D volunteers serve as the primary relationship manager for this strategy.

Mid-Impact Strategy Consists of specific strategic actions built into the Team Development timeline. Includes check-in and reminder phone calls and 5 RFL “touch” cards. The Team Development volunteer serves as the primary relationship manager for this strategy.

Year Round Communication is still VERY important! This retention strategy focuses on the personal contact with each Team Captain and should be considered in addition to existing efforts. This does not replace the year-round communication efforts consisting of meetings, kick-offs, newsletters and campaigns.

The Strategy…..

High Impact The in-person visits

Goals of the 1st in-person visit (Week 27) Establish rapport  Find out why they are involved.  Share commonalities.  Share with them their importance to the event. Say Thank You  Provide a small token of thanks. Share with them their past results as well as the event’s previous year’s results and goal for the next year.  Do your homework, determine how much the team has raised over the years.

Goals of the 1 st in-person visit Share a Mission message and how their involvement made a difference.  Provide ACS materials.  Talk about ACS CAN Club  Possible Workplace giving employer? Review information and materials that are available to them.  Online tools such as Convio website and RelayForLife.org  RFL Guidebooks  Flyers of 2010 T-shirts and incentive program.  Various promotional materials.  Fundraising tips.

Goals of the 1st in-person visit Help them to visualize their success.  Is there others who would join the team?  The team raised $X last year, what would you like to raise this year? Set a goal. Breakdown the goal. How will they achieve it? # of team members raising $x amount each?  Encourage Individual, Team, Online and Onsite fundraising to achieve goal.  Discuss Matching Gifts.  Discuss importance of team meetings.

In-person visit Follow Up Complete the RFL Visit checklist  Must also be reviewed prior to meeting. Update TES data, as necessary. Send a thank you note. Be sure to respond in a timely manner to any request from the meeting.

Goal of the in person visit #2 – Day Of Event Reward and Recognize!  Event Chair & Team D Chair stop by their campsite to visit.  Acknowledge fundraising efforts.  Thank you!  Signing up for next year?  Feedback on this year’s event?  Needs?

High Impact Strategy Phone Calls

Overview of Phone Calls Call #1  Week 31 (post kick-off) If they attended the kick-off:  Thank you!  Signed up online?  Holding Team meetings?  Need materials?  What fundraisers are planned? If they did NOT attend the kick-off:  “We Missed You”,  Do you need a Team Captain packet or can you sign up online?  Can we count on you for next year?  Thank you!

Overview of Phone Calls Call #2  Week 10 Spring fundraising season – check-in.  Team meetings?  Fundraising activities. How’s it going?  Questions/Concerns/Issues to address?  Needs/information?  Thank you!

Mid Impact Strategy 12 Month Team Captain Retention Strategy

Overview of Mid-Impact Strategy The primary relationship manager for this strategy is the Team D Chair. Note: Efforts to renew these Team Captains should happen through the Team Retention strategies developed during the EAP process and should include:  Week 46 – Hold post event wrap-up party.  Week 45 - Team Captains not at wrap-up called and thanked.  Week 43 - Mail RFL “touch card”.  Week 40 – Mail RFL “touch card”.  Week 33 – Event Kickoff

Overview of Mid-Impact Strategy Week 31 – Mail RFL “touch card”. Week 31 – All past teams not registered receive a personal visit. Week 20 – Mail RFL “touch card”. Week 10 – Mail RFL “touch card”. Day of event – Recognize all teams.  Program book  Team campsites  Team laps

Thank You!