Recommitment and Travel
Recommitment FAQ
- What IS recommitment?
- What forms must I submit to ensure that I have recommitted?
- What is included in event weekend for a fundraising participant?
- I am a fundraising participant. Must I pay for anything during event weekend?
- I originally registered for a different fundraising minimum, or sport distance. May I change to a different minimum or sport distance?
- Where do I find the forms needed to complete recommitment?
- I would like to bring guests to event weekend activities. How do I indicate that I want guests to attend? Must I pay for a guest to attend event weekend activities? How shall I pay?
- I am non-fundraising volunteer staff (mentor, captain or coach), but I am training for an event this season. What forms must I complete during recommitment?
- I am non-fundraising volunteer staff (mentor, captain or coach). For what event weekend events must I pay?
- What IS recommitment?
Recommitment is the renewal of the shared commitment between you and the Leukemia & Lymphoma Society (LLS) to attain the season’s goal: Your participation in and completion of your chosen event and the achievement of your fundraising participation minimum.
Signing the Volunteer Recommitment Agreement indicates your promise to LLS and the patients it serves that you will achieve your fundraising participation minimum. This promise assures your place on the team for your chosen event, provided you achieve your participation minimum.
Once you submit your Volunteer Recommitment Agreement, LLS will purchase your event entry, and make and incur costs for your event weekend arrangements.
Promising to achieve your participation minimum -- whether through donations or making a personal donation -- ensures that 75% of all funds raised are applied to the mission of LLS -- research, patient services and advocacy.
- What forms must I submit to ensure that
I have recommitted?
- Event Weekend Arrangements (online)
- Volunteer Recommitment Agreement (signed)
- provide credit card number OR check
- Event /Race Entry and Waiver (signed)
- USA Triathlon Waiver (for triathletes; signed)
- Event Weekend Payment Form, if necessary
- provide credit card number or check
- What is included in event weekend for a
fundraising participant?
- Event / race entry
- TNT inspiration dinner ticket
- TNT victory celebration ticket
- Event weekend transportation (if applicable)
- Event wear, which varies according to
sport:
- Marathon: purple singlet or T-shirt
- Cycle: cycle jersey
- Triathlon: tri singlet and wetsuit
- Hike: purple T-shirt
- For destination events, as applicable:
- Hotel stay (**Nike: only if you choose the hotel stay participation minimum)
- Team flight (only if you choose the air travel participation minimum)
- Airport/Hotel transportation
- Bike transport to and from event
- I am a fundraising participant. Must I
pay for anything during event weekend?
No. If you are a fundraising participant, all event weekend costs are included in your fundraising minimum.
Exceptions:
- You are responsible for meals outside of the TNT celebratory meals, and personal incidental items.
- If you would prefer your own hotel room to a hotel room shared with a TNT participant, you must purchase the "other half" of your room.
- If you would like to bring guests to the event weekend or to individual event weekend activities, you must pay for your guests (see below).
- I originally registered for a different
fundraising minimum, or sport distance. May I change to a
different minimum or sport distance?
Yes. Recommitment is the time to make any changes to your sport distance. You can make this change on the event entry provided at the end of the online Event Weekend Arrangements. You may want to confer with your coach before changing your sport distance.
ACTION: Complete the event / race entry indicating your desired sport distance.
If your event offers different participation minimums -- for example a lower minimum if you provide your own airfare to a destination event -- recommitment is the time to select your preferred participation minimum.
ACTION: Complete the Volunteer Recommitment Agreement and indicate your preferred participation minimum.
Recommitment is the FINAL opportunity you have to make any changes to your sport distance or participation minimum, if offered. NO CHANGES may be made AFTER recommitment.
- Where do I find the forms needed to
complete recommitment?
Your manager will, or has, sent a recommitment email approximately two weeks prior to the recommitment deadline for your event.
Within that email is a link to the online Event Weekend Arrangements. Once you complete and submit the Event Weekend Arrangements, you will receive a confirmation email of your selections.
Within that confirmation email is a link to all of the other forms you must complete to ensure your participation in your event.
- I would like to bring guests to event
weekend activities. How do I indicate that I want guests to
attend? Must I pay for a guest to attend event weekend
activities? How shall I pay?
Yes, you may bring guests to the event weekend and/or to individual event weekend activities.
ACTION: Please complete the online Event Weekend Arrangements (the link is provided in the recommitment email you received from your team manager).
Within the Event Weekend Arrangements, you may indicate the number of guests you would like to bring to event weekend and/or to individual event weekend activities.
The guest costs for each individual event weekend activity, or for including a guest in your hotel room, on the team flight, etc., are indicated in the Event Weekend Arrangements.
ACTION: You must make payment for your guest by submitting the Event Weekend Payment Form with a credit card number or check for the additional costs. The link is included to this form once you complete the online Event Weekend Arrangements.
- I am non-fundraising volunteer staff
(mentor, captain or coach), but I am training for an event
this season. What forms must I complete during recommitment?
- Event Weekend Arrangements (online; link included in recommitment email)
- Race / Event Entry and Waiver
- USA Triathlon waiver (for triathletes)
- Event Weekend Payment Form
- provide credit card number or check
- I am non-fundraising volunteer staff
(mentor, captain or coach). For what event weekend events
must I pay?
Non-fundraising staff are responsible for paying for ALL event weekend activities, including:
- Race/event entry
- Event weekend activities, as desired (inspiration dinner, victory celebration)
- Event wear (optional if you already have TNT event wear)
- And for destination events:
- Hotel
- Airfare
- Airport/hotel transfer
- Bike transport
ACTION: Submit the Event Weekend Payment Form with credit card or check.
Travel policies
Please respect the due dates listed for the Travel Forms. We may not be able to make reservations on your behalf if we do not receive your forms on time. Thank you!
Hotel
- You will be notified of the team hotel at approximately the time of recommitment.
- Changes should not be requested after the Hotel Form Due Date.
- LLS will only book a maximum of 1 room per participant, coach or staff. If you choose to share your room with your guest or have a single room you will be required to pay for the extra room rate, plus tax.
- You may also be required to pay additional charges for 3 or more adults in a room, dependent on hotel policies.
- Hotels have different policies regarding maximum room capacity and additional charges for a 3rd or 4th person in a room. You will be notified of this on the guest reservation form.
- There is a $10 LLS administrative fee for each guest over 12 years old.
- All hotel incidental charges (such as phone calls) are the responsibility of the participant, and you must provide a credit card upon check-in to cover these expenses.
- LLS will only book room nights for your chapter's designated arrival/departure dates, i.e., Group Travel Dates.
- Team members are paired with other team members from your chapter or division. If a match is not available you may be asked to room with a team member outside of the Greater San Francisco Bay Area Chapter.
- If you require additional rooms for guests or any extra nights for yourself, you must make these reservations on your own directly with the hotel. LLS is not able to guarantee the availability or room rate for these additional arrangements since they are handled separately from our group reservations.
- All rooms are requested as non-smoking rooms; however, we cannot guarantee that everyone will receive non-smoking rooms.
Air and ground travel policies
Please respect the due dates listed for the Event Weekend Travel Forms. We may not be able to make reservations on your behalf if we do not receive your forms on time. Thank you!
- The Chapter will make air reservations for the travel dates using the best possible choice of airports for that trip. Flight information is subject to change.
- Changes should not be requested after the due date.
- All airlines, regardless of international or domestic travel, require that your ticket be issued with the same name that is listed on your driver's license or passport.
- Security fees and fuel taxes may be added to the ticket price at the airline's discretion.
- Flight information is subject to change. You will be informed of changes in flight number, departure times and pricing. Seats are as available and as per rules of the airline.
- Should you require flights outside of our group block, our travel agency will book your travel for you and apply the cost of the group flight to your individual plans.
Ground transportation
- When LLS provides a group flight, Ground Transportation refers to airport transfers from that flight. Depending on hotel location and event logistics, it may also refer to buses to/from the Pasta Party, Victory Party and Start/Finish of your event.
- Participants are required to provide their own transportation to and from the departing airport.
- Transportation from the destination airport to the hotel and back is provided by LLS only if you are traveling on the team flight and purchased your ticket through us.
- If you are flying outside of the group block, you are responsible for your own airport transfers including the cost.
- Each event is unique in type of on-site transportation provided based on the hotel proximity. The Travel Forms Packet will contain information on paying the ground transportation fees for your guest. The Things to Know Before You Go packet distributed prior to departure will give all the specific information regarding on-site transportation.
Guest policies
- Guests may take advantage of any or all of the services provided, including air, hotel, transportation and parties. (In rare instances, hotels are limited and we cannot make reservations for guests. You will be notified of this exception very early in the season.)
- Payment for guest services is required at the time of reservation. You must pay for your guest; we will not bill your guest.
- Payments are not refundable.
- If you bring a child with you to an event, you are responsible for the care of that child for the weekend. LLS staff members are not permitted to provide childcare or to bring children with them on event day.
