Table of Contents Pages 2 – 4 Overview Page 4 Community Celebrations First Step: Appoint a Coordinator Resource Directory Page 5 – 6 Roles and Responsibilities Page 7 – 14 Choosing Your Celebration Location Signage, Materials and Equipment for the Celebration Pre Event Publicity support for the Community Celebration Page 15 Setup Page 16 – 17 Sample Script Page 18 Run of Show – Banner Graphics Page 19 Unified Sports Exhibition/Demonstration SPECIAL OLYMPICS UNIFIED RELAY ACROSS AMERICA Overview The Special Olympics Unified Relay Across America presented by Bank of America (URAA) is a 46-day Flame of Hope relay that will help drive awareness leading up to the Special Olympics World Summer Games this July in Los Angeles, California. The URAA will have three routes -- beginning May 26 in Augusta, Maine; Washington, D.C.; and Miami, Florida. The routes will cover every state in the United States before converging in Los Angeles, where the 2015 Special Olympics World Games will be held July 25 to Aug. 2. More than 20,000 torchbearers are expected to participate in the URAA, either running, walking or biking a segment of the relay. Unified athletes and teams from across the country will also participate. And thousands more people will cheer them on and participate in community celebrations each day. Michelle Kwan, one of the celebrity co-captains of the run, said the relay will be nothing short of inspirational. "I'm thrilled to be part of the announcement of what promises to be the greatest and biggest torch run in United States history," said Michelle Kwan, a two-time Olympic medalist and Special Olympics International board member. "[It's] a run that will not only touch every state in the Union, every corner of this country, but also engage and inspire every American. The Unified Relay Across America is going to unify the entire world in one giant celebration of the spirit of Special Olympics." In its role as presenting sponsor, Bank of America will provide significant financial, promotional, and volunteer support to the Unified Relay. In addition, the company will use its deep connections in local communities to encourage participation among individuals, families and businesses. When the three relays arrive in Los Angeles, the Law Enforcement Torch Run Final Leg Team, comprised of law enforcement officers representing 36 countries, along with 10 Special Olympics athletes, will accept the torches and continue the Flame of Hope’s journey to communities throughout California, including Host Towns where Special Olympics World Games delegations from more than 170 countries will participate in pre-Games cultural exchanges. Each URAA route will be led by a group of co-captains, including media personalities, actors, musicians, professional athletes and Special Olympics athletes. Co-captains will serve as spokespeople for the Special Olympics movement and the Unified Relay – encouraging participation through registration, fundraising and spectatorship. Co-captains will include: Apolo Ohno, Special Olympics Global Ambassador and 8 time Olympic Short Track medalist; Damian Lillard, Special Olympics Global Ambassador and American professional basketball star; Elena Delle Donne, Special Olympics Global Ambassador and American professional basketball star; Joe Haden, Special Olympics Global Ambassador and American professional football star; Maria Menounos, Special Olympics Global Ambassador and journalist; Aloe Blacc, American singer and songwriter; Josh Turner, American singer and actor; Special Olympics North Carolina athlete Zach Commander; Special Olympics Pennsylvania athlete Johanna Schoeneck; and Special Olympics Iowa athlete Corey Leonhard. Supporters will have the opportunity to run with the Flame of Hope by signing up as an individual torchbearer or as a team of torchbearers for a half-mile walk or run segment or a five-mile bike segment in an area of interest across the United States. Funds raised from the Unified Relay will go to Special Olympics to provide sports training, competition opportunities and additional programming that empowers people with intellectual disabilities to become accepted and valued members of their communities, which leads to a more respectful and inclusive society for all. ESPN and ABC are the Official Media Partners of the Unified Relay Across America presented by Bank of America. ESPN is a long-time supporter of Special Olympics and is also the Official Broadcaster of the 2015 Special Olympics World Summer Games. Their local and national support of the Unified Relay will lead into the 25 July World Games Opening Ceremonies, televised on ESPN’s networks. Throughout the 46 days, ESPN and ABC media will tell the story of the relay across its multiple media platforms, covering and promoting each of the three routes as they cross the country. It will include national coverage on ESPN and ABC programs at select stops throughout the relay, local coverage on ABCowned stations and affiliates along the routes, a “torch tracker” and “Countdown to LA2015” clock on ESPN.com and select ABC digital media, and promotion across ESPN web sites and radio stations as well as ABC affiliate stations – letting people know when the torch is coming to their town and where they can go to support the torch bearers. Additionally, employees from ESPN and ABC will participate as torchbearers. Additional corporate supporters of the Unified Relay Across America presented by Bank of America include Microsoft, Toyota, Homeaway, Citgo. Community Celebrations A public celebration of the spirit of Special Olympics will be held every night, at every stop along the three URAA cross-country routes. The celebrations will feature a Torch Arrival ceremony, music and special guests, Special Olympics Play Unified Sports exhibitions and demonstrations, speeches by local dignitaries, and recognition for the day’s URAA participants. Every celebration should engage local citizens, Special Olympics athletes, families, coaches, volunteers, law enforcement volunteers, supporters, public officials, civic leaders, and local media. While some will be held at large venues (e.g., MLB stadiums), most will take place at smaller community venues with a target of 1,000 + participants. If possible, the events should be timed for between 5-6:30PM to coincide with local television news opportunities. This workbook will help you identify the specific steps you will need to plan and hold a Community Celebration; provide you with an understanding of the organizations and resources provided by Special Olympics to help you (including musical entertainment and production, staging and audio, and promotion); and give you tools you can use to execute your plan successfully. ROLES AND RESPONSIBILITIES Your First Step: Appoint a Coordinator The most important step in planning and conducting your Community Celebration is to appoint an event coordinator. Once that person is named, you should provide his/her contact information to all contacts in the Roles and Responsibilities Chart below. Resource Directory An online Resource Directory is available for your use at http://resources.specialolympics.org/Taxonomy/Marketing_and_Communication s/Marketing/Campaign_Resources/_Catalog_of_Unified_Relay.aspx This directory includes links to Overview and Background Information; Branding, Communication, and Digital Marketing Tools; Fundraising and Sponsorship Tools; Promotional Tools; and Route Logistics and Operations Tools, including detailed route maps. Roles and Responsibilities The chart below outlines the roles and responsibilities of the four entities who will have primary responsibility for coordination of community events: Special Olympics International Ignition, an international sports and entertainment event management company (www.ignition-inc.com) Joe Lewis Company, an award-winning event production company (www.joelewiscompany.com) Your state Special Olympics Program Another important player for you to know is ReverbNation, a technology management and production support company for the nation’s musicians, who will be scheduling musical entertainment for every Community Celebration under the supervision of SOI. (www.reverbnation.com) IGNITION Share potential community celebrations per route JOE LEWIS COMPANY Provide 3 Community Celebrations leads (1) dedicated team to each route SOI Create and distribute playbook for Community Celebrations including scripts and planning timeline STATE SO PROGRAM Approve Community Celebration site Liaise with Joe Lewis Company to finalize site Develop a scalable Community Celebration plan per venue/sponsor Secure all event sites with SO State Program including contracts, insurance permits, security, planning and negotiate fees if any Secure all event sites with SOI and support necessary paperwork if possible Support with all RON/Tour service operators Provide all production elements for Community Celebrations including: Run of show development, set-up & execution Stage management (talent, dignitaries, athletes) Power distribution Audio and backline Stage branding and event signage Production staff Cauldron and logistics Supplemental equipment trailer Coordinate and confirm artists with ReverbNation Coordinate with ReverbNation on rider Select artist from finalists offered by ReverbNation Check with SO State Program regarding artist selection Provide information for ReverbNation to promote Community Celebrations Identify speakers for Community Celebration including: SO Athlete (possibly Team USA athlete) SO Executive (CEO, Board Member) Bank of America representative (if B of A has presence in State) Municipality representative (Mayor, Chief of Police, etc.) Other special guests (celebrity) Revise script as needed based on participants Incorporate Play Unified Sports event where applicable Provide primary contact person for each Community Celebration Route manager to coordinate Flame arrival and timing with Joe Lewis Company Support any sponsor stops (ESPN, TRU, B of A, Microsoft) Provide public relations contact and documentation team Source Community Celebrations crew support vehicles from Toyota Provide balls for Unified Sports experiences Identify with SO State Program emcee Provide public relations onsite contact Provide sponsor relations contact Support sponsor activation with sponsor relations contact Confirm celebrity where possible Plan, recruit participants and conduct Play Unified Sports Experience (optional) Promote the Community Celebrations among stakeholder community and general public Provide accommodations for Joe Lewis Company team Promote the Community Celebrations to general public through URAA media partners and sponsors Choosing Your Celebration Location Your Community Celebration site should meet as many of the following criteria as possible: • • • • • • • • Choose a high traffic area, allowing for maximum visibility and participation such as existing local fairs, festivals, etc. An existing covered stage is preferable (e.g., a band shell, an outdoor arena or stadium) Five 20a circuits must be available from the stage (100a total power) Full unencumbered access to the Stage Area must be available from 8AM on Event Day A location for a podium for welcome remarks (and the podium) An adjacent area (e.g., fields, a park) for Play Unified Sports activities Reserved, adjacent parking space for the URAA Caravan Ample nearby parking for spectators and participants A preferred site is also one that has been used traditionally for public gatherings, one that is easily found and is known by the local population. You will be responsible for acquiring all necessary public permits and determining all public safety and security requirements (e.g., hiring paid duty police officers, etc.). Signage, Materials and Equipment for the Celebration A three-person Advance Team for each leg of the tour will arrive at the event location site several hours before the run arrives to set up the stage and equipment. The van carrying the Advance Team will provide: The audio “backline” – speakers, amplifiers, generator, and cabling for the musicians’ performing needs and for speeches. The “cauldron” – the centerpiece of the Flame of Hope Celebration ceremony, the propane-fueled cauldron is where the Flame of Hope will reside until the Relay departs the following morning. The backdrop – a basic “step and repeat” backdrop to place behind speakers and during TV/broadcast interviews. Additional signage is encouraged. For approved style guidelines and artwork, see the online Resource Directory here. Publicity Your responsibilities include reaching out to local news media, including TV, radio, newspapers (daily and weekly), and online news outlets to generate preevent, live, and post-event news coverage. We also suggest you promote the celebration event through calendar announcements with local media. Community Celebration Spec Sheet Please complete and send back to Victoria Rivers at [email protected] by March 31st Date of Event: Time of the Event: Location: Point of Contact: Address Phone: Email: Pre-existing structure (If yes, please send photo or CAD drawing): Access time to venue: Power Availability: If yes, total power (i.e., 100a) Parking: If yes, for how many and cost: Parking for URAA caravan (10 vehicles) Will there be a Unified Sports activity? If so, what and where: Permits required (please list): Name/Entity for Certificate of Insurance: Publicity Pre-Event Calendar Announcement – as soon as you have a firm date for your event, send out a simple calendar announcement to all media that publish community social and entertainment calendars. Pre-Event Calendar Announcement SPECIAL OLYMPICS UNIFIED RALLY ACROSS AMERICA COMMUNITY CELEBRATION (DAY, DATE, TIMES, LOCATION) A community event to celebrate the arrival of this nationwide torch relay to raise awareness and funds for Special Olympics. The Celebration will include music by (NAME OF ENTERTAINER), an exhibition of Unified Sports skills and competition, speeches by local and state dignitaries, and the lighting of the Flame of Hope cauldron, symbol of the Special Olympics Spirit. For more information, visit INSERT URL FOR PAGE WITH NEWS RELEASE – EITHER ON YOUR ORGANIZATION SITE OR FACEBOOK PAGE. News Release – Four weeks prior to the event, send out a news release with details about the event to your entire media list. Include an image file of the URAA logo and, if possible, a photo of the musician/band who will be entertaining. Pre-Event Press Release CONTACT NAME, EMAIL, PHONE Special Olympics Unified Relay Across America presented by Bank Of America Coming to NAME OF YOUR TOWN National Relay Crossing All 50 States Celebration to Include Music, Torch Lighting (NAME OF TOWN, STATE) – date – On (day and date of event), the Unified Relay Across America presented by Bank of America (URAA) to benefit Special Olympics will come to (NAME OF TOWN). The Special Olympics Unified Relay Across America presented by Bank of America, is a once in a lifetime opportunity for America to unite to build communities of respect and inclusion. Over the course of 46 days, in a hand-to-hand exchange, people throughout the nation will carry the Special Olympics Flame of Hope across the country and deliver it to Los Angeles for the Special Olympics Word Games. The Unified Relay will be three simultaneous routes hitting all 50 states and will be led by celebrity and Special Olympics athlete co-captains and supported by law enforcement officers. On (date and time), a Community Celebration honoring the Flame of Hope and the torchbearers of the Unified Relay will be held at (LOCATION). The Celebration will include a lighting of the Special Olympics Flame of Hope cauldron, music by (NAME OF ENTERTAINER/S), an opportunity to play Unified Sports with local Special Olympics athletes and remarks by local dignitaries including (NAMES OF LOCAL SPEAKERS). The public is urged to attend. INSERT INFORMATION ABOUT THE ROUTE LEADING UP TO THE CELEBRATION, AND THE ROUTE OUT THE FOLLOWING MORNING. The Special Olympics Unified Relay Across America (URAA) is a 46-day Flame of Hope relay that will help drive awareness leading up to the Special Olympics World Summer Games this July in Los Angeles, California. The URAA will have three routes -- beginning May 26 in Augusta, Maine; Washington, D.C.; and Miami. The route will cover every state in the continental United States before converging in Los Angeles, where the World Games will be held July 25 to Aug. 2. More than 20,000 participants are expected to participate in the URAA, either running, walking or biking a segment of the relay. Unified athletes and teams from across the country will also participate. Each Unified Relay route will be led by a group of co-captains, including media personalities, actors, musicians, athletes and Special Olympics athletes. Cocaptains will serve as spokespeople for the Special Olympics movement and the Unified Relay, encouraging participation through registration, fundraising and spectatorship. Supporters will have the opportunity to run with the Flame of Hope by signing up as an individual torchbearer or as a team of torchbearers for a half-mile walk or run segment or a five-mile bike segment in an area of interest across the United States. Funds raised from the Unified Relay will go to Special Olympics to provide sports training, competition opportunities and additional programming that empowers people with intellectual disabilities to become accepted and valued members of their communities, which leads to a more respectful and inclusive society for all. INSERT LOCAL SIGNUP PROCEDURES/CONTACT INFORMATION. Media sponsors for the URAA include ESPN and ABC. Additional corporate supporters of the Unified Relay Across America presented by Bank of America include Microsoft, Toyota, Homeaway and Citgo. INSERT NAMES OF ANY LOCAL SPONSORS YOU NEED TO INCLUDE. ### Sports Media – issue a special invitation to sportswriters/editors to cover the Unified Sports demonstration/exhibition. TV/Radio Talk – After you disseminate the news release, contact any news media in your area who offer opportunities for pre-event interviews, including TV morning and afternoon lifestyle programs, and morning and PM drive radio personalities. Social Media – post the news release on your organization’s website and/or Facebook page, and tweet daily links to the release in the two weeks prior to the event. As much as possible, post Facebook “teasers” daily over the final two weeks. Invitations – The more recognized public figures attend your celebration, the more likely it is to attract large crowds and significant media attention. Key state and local elected officials, high-profile civic leaders, should be invited to attend as soon as you know the date, time, and location of your event. Invitation to Dignitaries Dear ______________: On (DAY, DATE), the Special Olympics Unified Relay Across America presented by Bank of America will reach (NAME OF TOWN). This Relay to raise awareness for the Special Olympics movement will cover all 48 continental United States, focusing world attention on the needs and potential of people with intellectual disabilities, and promises to be a global media event. On (DATE), we will honor the Relay’s arrival with a Community Celebration at (LOCATION, TIME). This celebration will include a lighting of the Flame of Hope, music and entertainment, sports demonstrations and exhibitions, and appearances by several public officials and civic leaders. (IF YOU WISH TO OFFER AN INVITATION FOR THIS INDIVIDUAL TO SPEAK, DO SO HERE.) Special Olympics has a strong presence in our (state/community), providing opportunities for improved health and social inclusion for (hundreds/thousands) of citizens with intellectual disabilities, and giving their families renewed hope for a better quality of life for those they love. We hope you can take part in this important event, and help us shine a light on this organization and its great work. Thank you, Speakers should include an SO athlete; SO executive; a local Bank of America representative; a highly visible elected official or leader. Other celebrities, especially celebrity supporters, should also play visible roles. Publicity support for the Community Celebration One week prior to the event, contact the News or Assignment Directors at local TV news stations and encourage them to cover the event live via satellite. (Make sure you have a parking location next to the venue where satellite trucks can park conveniently.) Have 1-2 individuals onsite to act as media liaisons, to coordinate interaction between media and dignitaries, and to handle interview and other media requests. Assign a photographer/videographer to shoot during the event for use in postevent publicity and social media. Immediately after the event, send a short news release with 1-4 photo images to your media database. (Include a short video clip to any TV station that did not send a camera to cover the event.) In the release, simply summarize the sequence of events and restate the information in your pre-event release. Post images on all social media – Facebook, Instagram, Twitter, etc. over the next 2-5 days. Set-Up Here is a sample, brief script of how a typical Community Celebration might run: 5:00pm Complete set-up and sound check 5:30 – 6:15pm Pre-arrival show (1 hour) • Unified Sports exhibition (soccer) • Just Dance flash mob • Radio DJ and Giveaways 6:15 – 7:00 pm Pre – Arrival Concert by ReverbNation 7:00 – 7:30pm Welcome remarks and arrival (Emcee) • Torch Arrival and lighting of the Cauldron • Special Olympics representative • Special Olympics athlete (possible Team USA athlete) • Bank of America representative • Government representative (i.e., Governor, Mayor, Senator, Law Enforcement Chief) • Closing song(s) by ReverbNation and/or Celebrity Artist The Joe Lewis Company will take the lead role in working with ReverbNation to schedule musical entertainment for every Community Celebration. For your information, ReverbNation is the largest independent artist community (3.6 million artists) in the world. ReverbNation provides technological and marketing support to this community of bands, solo acts, and musical artists, and as a sponsor of the URAA, is providing their services and talents for our Community Celebrations at no cost. Joe Lewis and ReverbNation may contact you with questions about the venue/location and to help coordinate the act’s arrival and set-up. Community Celebrations Sample Script M.C. Welcome to our celebration of the arrival of the Special Olympics Unified Relay Across America presented by Bank of America! Today’s run is part of one of three legs crossing the nation, bringing the Special Olympics Flame of Hope to every one of the states. These three legs will meet in Los Angeles, signaling the beginning of the 2015 Special Olympics World Summer Games, the biggest sports and humanitarian event in the world this year! The Unified Relay Across America was created to build awareness of the hope and opportunity Special Olympics brings to people with intellectual disabilities around the world. Special Olympics changes the world through sports every day, around the world. By empowering people with intellectual disabilities, we create communities where everyone is included and respected. Today Special Olympics programs serve more than 4.4 million athletes in more than 170 countries. It is the world’s largest volunteer program with more than 1.3 million volunteers, people like you who give their time and energy to help build a world of greater tolerance and understanding, where everyone has the opportunity to be a part of their community. Here in (STATE) we have (#) of athletes and we welcome you to join our movement here in (STATE). Now there are a few people up here today who would like to join me in thanking today’s organizers and runners, as well as the (NAME OF UNIFIED ORGANIZATION) who gave us a great demonstration of Unified Sports competition earlier this afternoon. (Introduce senior elected official) Now I’d like to introduce (NAME OF BANK OF AMERICA REPRESENTATIVE) of Bank of America, the official presenting sponsor of the Unified Relay Across America. We would not be here today without Bank of America’s generous, tireless support of this major undertaking. (Introduce B of A official) Now I’d like to introduce (NAME OF ATHLETE), one of our local Special Olympics athletes and a wonderful ambassador for the movement. (NAME) would like to say a few words about his/her experience with Special Olympics. (Introduce athlete) The backbone and heart of the Special Olympics Unified Relay, and of every Special Olympics Torch Run for 46 years, are the Law Enforcement officers and organizations around the world. Organizers, fundraisers and runners, law enforcement officers give countless hours of time and energy to bring the Flame of Hope to every corner of the globe. I’d like to introduce (NAME OF LAW ENFORCEMENT REPRESENTATIVE), and ask him/her to say a few words on behalf of these tireless supporters of Special Olympics and the Unified Relay Across America. (Introduce law enforcement official) Today has been a wonderful day, thanks to the efforts of dozens of people in our community, and to the families and athletes of Special Olympics. Let’s give them a big hand! And now, please stay and enjoy the sounds of (NAME OF ENTERTAINER/S). Let’s have fun, and celebrate the Spirit of Special Olympics! (IF THE UNIFIED EXHIBITION WILL CONTINUE AFTER THE REMARKS CONCLUDE, INVITE PEOPLE TO PARTICIPATE.) Unified Sports Exhibition/Demonstration The Unified Relay Across America was conceived to provide opportunities for the nation and global media to be exposed to messages about the value and benefit of Special Olympics Unified Sports. The Community Celebrations offer our best opportunities for maximizing that exposure, but giving us a platform for Unified Sports exhibitions and demonstrations. Your responsibility is to recruit a team or teams of Unified athletes to attend the Celebration and take part in some type of exhibition that demonstrates the function and value of Unified Sports. This could include: An abridged “competition” – a three-inning Unified softball or soccer game A “celebrity” Unified competition featuring local media and public notables playing side-by-side with Unified athletes A sports skills clinic led by Unified athletes The format is up to you, but the opportunity is clear. This Celebration will give you a great opportunity to build awareness of Unified Sports in your market, and to recruit new participants. There will be a separate Play Unified Toolkit for all Play Unified opportunities.
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