Item 6C - NarrativeTo Whom It May Concern,
The American Cancer Society is the largest non-governmental cancer -funding organization in the United States. One of the
largest and most impactful fundraising events that the American Cancer Society hosts is called Relay For Life. We would like to
hold our event on May, 6, 2017 from noon to 10 pm with set up starting at 8am and clean up complete no later than midnight.
Relay For Life is a Community, Family -Friendly event with activities and entertainment in which we honor Cancer Survivors,
their Caregivers, and those effected by cancer in any way. It also gives the community an opportunity to fight back against this
disease!
Please see site plan for setup details. Since we are on the pond area and want to avoid safety concerns, we will have both
signage and volunteers to direct people to stay away from the pond at all times.
We will have a Kid Zone that will include one Bounce House, Kid Games, Kid Activities or Crafts, and a Face Painter. This will be
managed by an adult volunteer group to maintain safety of all children and families attending our event.
Prior to the event, Teams will pre -signup and do personal or individual fundraising- But it would not cost anything to attend!
Families could just stop by for a few hours! Teams will each have a 10x10 space they are able to set up and are encouraged to
walk the track throughout the event. Teams and Survivors will register as they arrive at the event.
We will have 3 Food Trucks on site that will sell their food throughout the day to guests. They will all be required to meet the
City of Southlake Standards. They will be placed in the parking spaces on Federal Way. The trucks will face into the park for
Walk Up Services and will be barricaded from the street traffic with barricades RFL will utilize from the City of Southlake.
Garbage cans will be placed around McPherson Park to make sure trash is managed in a respectful way of the space. I have a
team of Volunteer Logistic Team from the Grapevine Am Vets Group that will be managing these receptacles and replacing bags
as necessary.
We will additionally have four Unisex and one handicap bathroom on site for this event. We will also have a handwashing
station near the bathrooms as well. These will be located in a barricaded area on State Street in the immediate parking spots at
the corner of State and Federal.
The 8x16foot Stage will host hourly or bi-hourly entertainment from local bands, dance groups, entertainment acts. There will
also be special speakers talking about the American Cancer Society mission and ceremonies including Opening, Luminaria, and
Closing Ceremonies.
From 2009 to 2015, The American Cancer Society has partnered with CISD to host the Southlake yearly Relay For Life events.
Within that time, Southlake has brought in ALMOST $1 Million! We are just over $30,000 away from breaking that mark and
this year is the perfect year to do so! Last year's RFL event was paired with the Northern Tarrant County RFL event because of
lack of location in Southlake. BUT, I know as a resident of Southlake, how giving and wonderful this community is- And the
passion which we have for helping others- can make this event a success again!
Please do not hesitate to reach out to me if you have any further questions or need anything additional.
Karena Sara I Community Manager, Relay For Life
High Plains Division I American Cancer Society, Inc.
8900 John W. Carpenter Freeway I Dallas, TX75247
Email: Karena.Sara@cancer.org
Phone: 214.819.1249 Cell: 619.647.8948