Virtual and physical event planning

Photo of a Relay for Life at dusk, a crowd of people at a ceremony look at the word HERO spelt out in candles

Resources to help you prepare for your Relay

Welcome to your one-stop-shop for everything relating to:

Virtual engagement of Relay Teams
Planning and running a virtual event
Planning and running a COVID-safe physical event

After you have digested these materials, get in touch with your Relationship Manager if you have any questions.

1. Planning and running a COVID-safe physical event

This section contains guidance documents on planning and running a COVID-safe physical Relay event. The guidance will be updated as government guidelines change. Any changes will be communicated to Relationship Managers so they can let you know when to revisit this page.

Here we've also included messaging on the impact of COVID-19 that you can use when speaking to your supporters, as well as GIFs (specific to nation) that you can share on social media to help build confidence that your event will be safe to attend.

In this section you'll find:

Guidance on how to run a COVID safe and cost efficient physical event
Government guidance updates by nation
Key messages - updated wording about the impact of COVID-19 on our fundraising and research
GIF promoting how we are making our events safe that you can post on social media
Designs for COVID-related signs that will be sent to committees

Planning a COVID-safe event

This is a summary of the government guidelines around running COVID-safe events for England, Wales, Scotland and Northern Ireland. This document will no longer be updated from 18 October 2021. When planning fundraising activities and events, please check local and national government guidelines.

Planned timeline for coming out of National Lockdown 10 February 2022

Social Media

Here are some social assets you can use to promote COVID-safe events. To download the GIF, click on the relevant link below. Then, on the video that opens, right click (or hold tap on mobile) and click 'Save video as...'

Updated messaging about COVID

Here's the latest messaging about the impact of COVID on CRUK's fundraising and research. Feel free to use these when engaging with supporters and haggling with suppliers.

Updated messaging

Signage

Here are the designs for signs that will be delivered to your event. They will arrive separate to your kit and don't need to be returned. They are 24 x 36 inches (61 x 91.5 cm).

COVID sign designs

2. Virtual Engagement

This section contains useful training videos and documents that will help you to engage your committee, team captains and Relayers in the build up to Relay in 2021.

Here we’ll look at ideas to re-engage your teams, cover the basics of virtual meeting technology, and look at how to use it to maximum effect.

You’ll also find some amazing videos starring volunteers and scientists which you can use in your meetings to inspire your supporters, and a teams night pack full of resources and tips.

Here’s what’s in store:

Having engaging meetings – overview and demonstration videos
Engaging with committees and teams videos – Liam Craddock and Dan Oliver, Yate and Stockport Relays
Controlling Virtual Meetings – Back to Basics pack, to help you get to grips with the basics of Teams and similar platforms
Before, During, After Meetings and Practise Checklist, to help you practise and plan meetings
Teams Night Pack, Video resources and science activities, to give you the tools you need to have amazing Teams Nights.

Having engaging meetings

Here’s some ways you can make your virtual meeting as exciting and varied as possible, with some demonstrations of the techniques in action.

Making meetings engaging – overview

Making meetings engaging – demonstrations

Engaging with committees and teams

Hear some ideas from two chairs, who speak about their experience re-engaging committees and teams this year.

Dan Oliver, Relay For Life Stockport

Engaging Committees and Teams – Liam Craddock, Relay for Life Yate

Technology

Here’s a handy guide to the very basics of Microsoft Teams and similar platforms.

Controlling virtual meetings – back to basics

Checklists

Use these handy checklists for practise, before, during and after virtual meetings.

Meeting practise - checklist

Before, during, after checklist

Meeting resources

Here you’ll find some inspirational videos starring volunteers, Cancer Research UK staff and scientists, plus an amazing suite of resources for your teams night.

Teams Night pack

Science activity - make a cell

Science activity - run your own trial

Science activity - science shop quiz

Video resources for your meeting

(NB – items that are marked with *** are only to be used for your Committee meetings and Teams Nights, please do not use them in virtual Relays or share further)

Sun Smart - True or False?

Lucy Edie, Survivor - Early Diagnosis

Relay For Life Stockport - Find the mole

Cancer Research UK - Together we will beat cancer

Nicola Bragg-Hart, Survivor - "One of those days"

The Power of Research ***

Science animation ***

UK Global Heroes of Hope ***

Youngest Relayer - Annabelle Stirling ***

3. Planning and running a virtual event

This section contains guidance documents and videos that will help you to plan your virtual Relay event.

Here we'll look at the pros and cons of using different live streaming platforms, cover the basics of running a virtual event and filming content, and spark ideas for fundraiisng in the lead up to the event that you can do in person or virtually. You'll also find lots of video messages that you can include in your event.

Here's what's in store:

Planning a virtual event - our guidance document and tips from fellow Relay committees
Technology - summaries of different streaming platforms and tips when filming content for your event
Content for your event - lots of thank you messages from staff at CRUK, the American Cancer Society and our Global Heroes of Hope
Fundraising ideas - lots of tips and suggestions for ways to raise life-saving funds