Fields of Gold Donor Remembrance Ceremony

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Public Relations/Public Education Council
presents
PR/PE Cookbook

• Fields of GoldDonor Remembrance Ceremony
• Producing an inspirational donor remembrance
  ceremonyto celebrate and honor donor families

Recipe Courtesy of Bryan Stewart Director of
Communications OneLegacy
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OneLegacys Donor Remembrance Ceremonies

• Our opportunity to
• thank donor families in a sincere, heartfelt way
• keep the memory of loved ones alive
• invite donor families to join our community as
  volunteers
• offer media a window into the donation experience

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OneLegacys Donor Remembrance Ceremonies

• Three each March
• Themed Fields of Gold after song of remembrance
• More evocative than purely descriptive name

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Expressing the Theme

• Image of wheat field printed on invitation
• Lyrics excerpt in event program
• Table centerpieces with turf yellow wildflowers
• Interstitial image on video screen during
  ceremony

Getty Images AA005415
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Expressing the Theme (contd)

• Open ceremony with Fields of Gold instrumental
• Incorporated throughout video tribute

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Invitation Mailing

• Invitation
• Cover Letter from Family Services Manager
• Video Presentation Call for Submissions
• Directions
• Reply Card
• Reply Card Envelope
• Envelope

Ref OL1571B1, OL1571B2
Ref OL1571D
Ref OL1571E
Ref OL1571B3
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Invitation Components
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Invitation Mailing Tips

• Sent to all organ tissue donor families 6 to 16
  months out
• Invitations in English and Spanish
• Mail eight weeks prior to first event
• RSVP four weeks prior to first event
• Drive attendance by calling all invited families
• Place sticker w/case number on back of each reply
  card to reconcile reply with family

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Venue Setup

• Tulle backdrop w/spots
• Spotlight on podium
• Tables numbered with approach to stage in mind
• Sound and A/V check!

Top right Long room w/3 video screens. Bottom
Tulle backdrop w/screens in corners
Ref Matrix
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Table Setup

• Family tables
• Table on stage

Left Table with linens and without.Above Table
on stage w/pins and pendants
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Registration Area Setup

• Donate Life Table
• Run/Walk Table
• Quilts

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Family Registration

• Separate registration for families and staff
• 1 table per 10-15 families
• Family signs consent to use name likeness
  (optional)
• Initial to allow use of specific use of donor
  video photo text for other publications

Ref Consent Form
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Family Registration

• 1 table for Spanish-speaking families
• Translator broadcastequipment

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Family Packets

• Name of donor, no. in party, special language on
  envelope
• Name badges (1 per family member)
• Donate Life gold lapel pins (1 per family member)
• 2 Family name cards
• Name/likeness consent form
• Pin/Pendant order form
• Returned photo (if appl.)

• Quilt brochure
• Writing to Transplant Recipients brochure
• Volunteer program brochure
• Run/Walk brochure
• Rose Parade Float Family Circle order form
  (pre-paid if applicable)
• Transplant Games letter
• Parking validation

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Seating Families

• 1. Personally escort families to table
• 2. Family selects table (8 on periphery)
• 3. 2 seating cards per family
• - One for family w/instructions for approaching
  stage
• - Escort notes table number on one card and
  returns it to registration supervisor
• 4. Registration supervisor places seating cards
  in numerical order

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Cast

• Family Services Director (Emcee)
• CEO or COO (Message from OPO)
• Keynote Speaker
• Communications Director
• Donor Family Speaker
• Recipient Speaker
• Family Care Coordinators
• Musicians (English and Spanish)

Ref Script
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Program Timeline

• Music Instrumental Fields of Gold

Ref Timeline
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Program Timeline

• Music Instrumental
• Welcome

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Program Timeline

• Music Instrumental
• Welcome
• Message from OPO

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Program Timeline

• Music Instrumental
• Welcome
• Message from OPO
• Message from Host/Transplant Ctr (optional)

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Program Timeline

• Music Instrumental
• Welcome
• Message from OPO
• Message from Host/Transplant Ctr
• Keynote Speaker

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Program Timeline

• Music Instrumental
• Welcome
• Message from OPO
• Message from Host/Transplant Ctr
• Keynote Speaker
• Song in Spanish

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Program Timeline

• Music Instrumental
• Welcome
• Message from OPO
• Message from Host/Transplant Ctr
• Keynote Speaker
• Song in Spanish
• Invitation to Join Community
• Speaker, Video

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Program Timeline (contd)

• Donor Family Recipient Speakers
• Spanish-Speaking Family w/Interpreter
• Individual or combined

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Program Timeline (contd)

• Donor Family Recipient Speakers
• Instrumental Music Interlude

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Program Timeline (contd)

• Donor Family Recipient Speakers
• Instrumental Music Interlude
• Dr. Moritsugu Video Address
• Order from OneLegacy

Ref FS16D
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Program Timeline (contd)

• Donor Family Recipient Speakers
• Instrumental Music Interlude
• Dr. Moritsugu Video Address
• Order from OneLegacy
• Escort Families to Stage
• Pins and Pendants Presented by Staff, Volunteers

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Escorting Families to Stage

• 1. Using seating cards as a guide, escort
  families to stage in order by table
• 2. Escort brings card to reader at podium as
  donor family is given medal/gift
• 3. Keynote speaker positions family for photo
• 4. Reader announces The family of (Donor)
• 5. Ovation for family (photo optional)
• 6. Escort family back to table

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(No Transcript)
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Program Timeline (contd)

• Donor Family Recipient Speakers
• Instrumental Music Interlude
• Dr. Moritsugu Video Address
• Order from OneLegacy
• Escort Families to Stage
• Pins and Pendants Presented by Staff, Volunteers
• Video Tribute

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Video Tribute

• Slideshow or motion video
• 30 words provided by family (15-17 per slide x 2
  slides)
• Chapters with interstitial slides with song
  lyrics
• Spouses/Partners Will you stay with me, will
  you be my love
• Children See the children run as the sun goes
  down
• General Youll remember me when the west wind
  moves
• Final song Fields of Gold performed by Eva
  Cassidy

Ref MP3
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Program Timeline (contd)

• Donor Family Recipient Speakers
• Instrumental Music Interlude
• Dr. Moritsugu Video Address
• Order from OneLegacy
• Escort Families to Stage
• Pins and Pendants Presented by Staff, Volunteers
• Video Tribute
• Closing Reflections

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Life Is A JourneyBy Alvin Fine

• Birth is a beginning and death a destinationBut
  life is a journey.A going, a growing from stage
  to stageFrom childhood to maturity and youth to
  old age.
• From innocence to awareness and ignorance to
  knowingFrom foolishness to discretion and then
  perhaps, to wisdom.From weakness to strength or
  strength to weakness and often back again.From
  health to sickness and back we pray, to health
  again.
• From offense to forgiveness, from loneliness to
  love,From joy to gratitude, from pain to
  compassion.From grief to understanding, from
  fear to faithFrom defeat to defeat to defeat,
  until, looking backward or ahead
• We see that victory lies not at some high place
  along the way, But in having made the journey,
  stage by stage, a sacred pilgrimage.Birth is a
  beginning and death a destinationBut life is a
  journey, a sacred pilgrimage, Made stage by
  stage...To life everlasting.

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Program Timeline (contd)

• Donor Family Recipient Speakers
• Instrumental Music Interlude
• Dr. Moritsugu Video Address
• Order from OneLegacy
• Escort Families to Stage
• Pins and Pendants Presented by Staff, Volunteers
• Video Tribute
• Closing Reflections
• Bird or Balloon Release

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Bird Release

• Google Bird Release
• Cost approx. 250-300 for 100 birds
• Birds separated into four crates of 25 birds
• Pre-select families to open crates
• Release crates 15 seconds apart

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Bird Release
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Balloon Release

• One balloon per family member
• Message written on balloon with Sharpie
• Pros and cons
• Pro Allows participation by all families
• Cons Logistics more difficult, balloons pop,
  writing messages takes time

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Balloon Release
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An Invitation

• Our OPO colleagues are invited to attend Fields
  of Gold in person

March 3, 2007 UCLA March 4, 2007 Hyatt Regency
Long Beach March 11, 2007 Loma Linda University
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For More Information

• Thru February 5, 2007
• Bryan Stewart
• OneLegacy Communications
• 213-229-5650
• bstewart_at_onelegacy.org

After February 5, 2007 Kari Kozuki OneLegacy
Family Services 213-229-5647 kkozuki_at_onelegacy.org