Swim for Hope
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Team Resources

Dear Swim for Hope Organizer(s):

Thank you for agreeing to volunteer your time to organize Swim for Hope for your swim club. Your efforts are greatly appreciated by swimmers and our cancer patients and their families.

The purpose of this website is to outline some important points that, as an organizer, you should be aware of in order to make your event a success. Please be sure to pay special attention to the details given on this page, and to make good use of all documents provided in the Downloads section below. Contact us if you have any questions or comments.

2017 Swim Club Totals Sheet

The Totals Sheet (copy as needed) must be used on the evening of the swim to record all information on money raised and brought in by your swimmers. As prizes are determined by those totals, it is vital that they be completed as outlined and faxed or e-mailed.

All swimmers, including pre-competitive and ICS, are expected to participate.

Bank Books and Deposit Bags

Swim for Hope funds should be deposited to any CIBC bank branch.

If there is no CIBC near you, please email Jennifer Yetman at the Dr. H. Bliss Murphy Cancer Care Foundation, or call her at (709) 777-8994.

  • Swim Format
  • Dates
  • Downloads
  • Club Responsibilities

The suggested format for the swim itself is:

    7:00 p.m. --   7:30 p.m.   50's   3:00 a.m. -- 4:00 a.m. 400's
    7:30 p.m. --   8:00 p.m. 100's   4:00 a.m. -- 6:00 a.m. 200's
    8:00 p.m. -- 10:00 p.m. 200's   6:00 a.m. -- 6:30 a.m. 100's
  10:00 p.m. -- 12 midnite 400's   6:30 a.m. -- 7:00 a.m.   50's
  12 midnite --   3:00 a.m. 800's        

This format is designed so that everyone can get some rest during the night.

A relay is defined as a race between teams in which one member of each team successively covers a specified portion of the course. Each club who wishes to participate must divide their club into equal teams according to number, ability and age. These teams must be made up of swimmers who are registered with the club.

Some clubs will have 5 or 6 teams and some only 2. Team size should be 15. To be in the running for Top Distance team the distance each team has swum must be recorded during the night.

Please note the following important dates:

Monday, January 23 SFH Club Representative teleconference.
Wednesday, January 25Return T-shirt Order Table and provide club profile for website.
Friday, January 27Pledge forms and stickers sent to club representatives.
Friday, February 3Official Launch of Swim for Hope 2017.
Kick start your Door-to-Door Fundraising Blitz.
Friday, March 17Swim for Hope EVENT DAY!!!
Sunday, March 19Swim for Hope Total Sheets DUE.
Monday, March 27Deadline to return all paperwork/pledge forms and have deposits completed.

Note: Each week a club is late in getting their paperwork in, they will forfeit 5% of the funds designated for their club. This money will go directly back to the Dr. H. Bliss Murphy Cancer Care Foundation.

Click on the links below to download your documents in MS Word or PDF format. Please contact us if you have any trouble with these downloads.

Sample News Release (MS Word)Swim for Hope Invitation (MS Word)
Corporate Letter (MS Word)Sample Pledge Form (PDF)
Letter to Club Members (MS Word)Distance Tally Sheet (PDF)
Letter to Club Contacts (MS Word)Swim Club TOTALS Sheet (MS Word)

Corporate Sponsor Letter:

  • These letters explain the event to potential donors ie. businesses and should be included with your requests. They can be given out to your swimming families or used by your club committee.

Pledge Sheets:

  • To be used by all swimmers participating. These are to be returned to the Dr. H. Bliss Murphy Cancer Care Foundation after the event. Please ensure they are LEGIBLE and ALL INFORMATION IS INCLUDED in order to ensure a tax receipt will be issued!!

Information:

  • Information to distribute to parents on the Dr. H. Bliss Murphy Cancer Care Foundation and Information on how your gift helps cancer patients.
Posters:
  • Swim for Hope Posters will arrive in early February to be placed at your pool and around your community!
T-Shirts:
  • Swimmers must raise at least $50.00 in donations in order to receive an event t-shirt. The t-shirt is not for sale and extras cannot be purchased.

Distance Challenge and Lap Counting Sheets

Clubs are encouraged to divide all participating swimmers into smaller groups of 15. Each of these small relay teams should be named.

There will be an award to the team that swims the farthest during the 12 hours. Please be sure to list all team members on the distance tally sheet. Clubs who have 20 or less participants will be considered as one distance challenge relay team.

1)   By now, each club should have a Swim for Hope 2017 committee in place, and your pool and required facility rooms should be booked.

2)   All clubs should start their local corporate fundraising drive as soon as possible. Many businesses have to go extra steps to get authorization for sponsorship and it all takes time.

3)   Encourage 100% participation from your swimmers. Remember, your pre-competitive and younger swimmers are welcome and encouraged to participate in this great fundraiser. They need not stay all night. Some clubs/parents have policies regarding swimmers under a certain age, and we certainly do not want to interfere.

4)   Clubs will be responsible for setting up their Pledge Blitz in their own community.

5)   Have a group of parents on hand the night of the swim to receive the money from each swimmer. The totals taken that night (together with the Blitz Day money) are what count for the Top Fundraising prizes.

6)   Divide your registered club swimmers into relay teams. Your coaches can help with this. It is these teams who will swim together on the night of March 17. The number of teams in your club will depend on how many swimmers you have participating.

7)   Each club will be responsible for their own “Event Banner”. In the past, there were some really beautiful banners! These banners are used to display the names of the club’s corporate sponsors. The banner can be made on paper (or other appropriate material), and your participating swimmers should be responsible for the work on the banner.

8)   Each club will be responsible for their own opening ceremonies. Local politicians, sponsors, community media, sports people or representatives of the Dr. H. Bliss Murphy Cancer Care Foundation’s Board of Directors in your town or city are all people who should be invited.

9)   Clubs will be responsible for providing food/drink for their swimmers and volunteers for the night. Subway is with us again this year and will provide assistance in that area. For those areas where there is a Subway sponsor, you will be required to give them your numbers of swimmers.

10) Clubs will be responsible for providing entertainment for their swimmers for the night. Suggestions include: movies, board games, ping pong, setting up a big flip chart with lots of big paper, providing water colours or markers, and having the swimmers draw and set up an Art Exhibition. If there is room in your pool, there can also be diving contests or silly bathing suit contests during the night.

11) Clubs are responsible for setting up a rotation of volunteers (parents or other adult associates) to count the laps of each team so that accurate distance totals can be made. Volunteers will also be required to chaperone and feed the swimmers during the night.

12) Although the Organizing Committee will be providing the main prizes for the event, it is suggested that each club obtain prizes to give out during the evening as well. These prizes can be given to the ping pong champion, coloring contests, art exhibitions etc., or each club can put all their participating swimmers’ names in a hat and have prize draws throughout the night. If you have enough prizes, everyone can go home with something!

Good luck and have fun! If you have any questions please feel free to contact us!