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Relay for Life Permission Form

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Parent Permission Form

American Cancer Society
Relay For Life of Dearborn
April 30 – May 1, 2011

Dear Parent or Legal Guardian:

Your son/daughter is eligible to participate in the American Cancer Society Relay For Life. This activity will take place at the Ford Community & Performing Arts Center on April 30-May 1 from 10 a.m. -10 a.m. There is no cost to be a part of the event, but we do encourage students to collect donations. We are asking that students who are interested in joining us overnight be registered participants on a team and raise a minimum of $100.00 to benefit the American Cancer Society’s research, education, advocacy and services.

I give permission to my child, to participate in the event described above.

In consideration of my child being allowed to participate in this event I agree to indemnify and hold harmless American Cancer Society, Dearborn Public Schools, City of Dearborn and all affiliated organizations, its/their employees, agents, representatives and volunteers from any and all claims I or my child may have, excluding claims for intentional misconduct or gross negligence, arising from or relating to my child’s participation in this event.

Parent/Legal Guardian Contact Information

During this event I can be reached at:

Parent/Legal Guardian (Print Name):

Signature:

Date:

In case of emergency, please contact parent or legal guardian first. If they are not accessible, then contact the person below.

Name

Relation

Phone Number

(please see next page)

Ground Rules for Youth Participants

Many people of all ages and medical conditions will be sharing space at Relay. It’s important to be polite and respectful. Treat others the way you want to be treated. If someone complains about something you say or do, you’ll receive a warning. If it happens again, a parent or guardian will be called and you will be asked to leave.

Youth participants are required to submit a signed permission slip at Bank Night on Tuesday, April 22nd.

Chaperones are required for youth teams. Ratio of 1 chaperone for every 10 participants. Chaperones need to be present for a meeting from 7-7:30pm at Bank Night and to turn in the Chaperone schedule at this time.

Youth participants must check in with their designated chaperone at 8 p.m. to receive an “overnight wristband”. Wristbands must be worn after 10pm through 6am. If leaving the RFL location, they are required to check out to their chaperone. Their parent / legal guardian will be called at check-out.

The use of tobacco, alcohol, and drugs is not allowed at any Relay event. There is a zero tolerance policy on this matter.

I have reviewed the Relay For Life ground rules and agree to abide by them.

Youth Participant’s Signature:

Date:

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What the Relay for Life Permission Form Is and when it's used

The Relay for Life Permission Form is a participant authorization and release used by Relay for Life events to record consent, emergency contact information, photo/video release, and limited medical authorization for volunteers and attendees, commonly for minors or individuals requiring guardian approval. It documents participant name, birthdate, parent or guardian details if applicable, any medical conditions or medications, and signatures that acknowledge event rules and liability waivers. The form can be completed on paper or submitted electronically; when e-signed it must meet ESIGN (15 U.S.C. ch. 96) and applicable state law requirements to be legally enforceable.

Why a clear permission form matters for Relay for Life events

A well-constructed Relay for Life Permission Form protects organizers and participants by documenting consent, emergency authority, and media release terms, reducing ambiguity in medical or safety incidents and supporting compliance with privacy rules when health information is collected.

Why a clear permission form matters for Relay for Life events

Who completes and relies on this permission form

Event organizers, team captains, school volunteer coordinators, and parents or guardians commonly collect and store Relay for Life Permission Forms before activities begin.

  • Event organizers and volunteer coordinators responsible for participant safety and recordkeeping.
  • Parents or legal guardians authorizing minor participation and providing emergency medical details.
  • Participants over the age of majority confirming consent, release, and media permissions.

Proper role separation ensures signatures are collected from authorized signers and that organizers retain forms according to privacy and retention requirements.

Primary signer roles

Event Organizer

Volunteer coordinator or event manager who receives, reviews, and retains permission forms, ensures emergency contacts are accessible, and enforces compliance with event safety protocols and applicable privacy regulations.

Parent / Guardian

Legal guardian who provides consent for a minor, supplies medical details and emergency authorization, and signs to accept liability waivers and media release terms on behalf of the participant.

Essential sections to include on the form

A professional Relay for Life Permission Form groups related items clearly: participant identity, emergency contact, medical information, liability release, media release, and signature blocks for the participant or guardian.

Participant Details

Full legal name, birthdate, address, and contact phone to identify the individual and match medical or insurance records if needed.

Emergency Contact

Name, relationship, and two phone numbers so event staff can reach a responsible adult promptly during an incident.

Medical Information

Allergies, chronic conditions, medications, and primary care physician contact to inform on-site responders and consent for emergency care.

Liability Release

Clear language stating risks, participant assumption of risk, and release of the organization from certain claims, drafted in plain language.

Media Release

Optional consent for photography or video; specify whether images may be used for promotional materials and for how long.

Signature Block

Printed name, signature, relationship (if signing for a minor), and date; include witness or notarization fields if legally required.

Required form fields at a glance

Full Name: Participant legal name
Date of Birth: MM/DD/YYYY
Emergency Contact: Name and two numbers
Medical Notes: Allergies/medication
Media Consent: Yes or No selection
Signature & Date: Signer name, role, timestamp

Step-by-step: completing the Relay for Life Permission Form

Complete the form in order to reduce omissions: record participant details, emergency and medical information, select media consent options, and obtain the appropriate signature.

  • 01
    1. Enter Identity: Record full legal name and DOB.
  • 02
    2. Add Contacts: List two emergency contacts.
  • 03
    3. Provide Medical Info: Note allergies and meds.
  • 04
    4. Sign and Date: Participant or guardian signs.

Configuring an online completion workflow

When moving the permission form online, configure field validation, signer roles, and delivery settings to ensure accuracy and legal compliance.

Field Configuration
Required Fields Make name, DOB, emergency contact mandatory
Conditional Logic Show guardian fields for minors under 18
Signer Order Parent/guardian signs before organizer reviews
Notifications Email confirmation to signer and organizer

Where completed forms go and how they are processed

Define a single routing path: signers submit forms, organizers receive and store copies, and medical staff access them only when necessary.

  • Submit: Signer completes form
  • Receive: Organizer gets copy
  • Store: Secure retention
  • Access: Limited to authorized staff

Technical methods for digital completion and signing

Choose a platform that supports secure e-signing, conditional fields, and appropriate authentication for signers.

  • PDF Support: PDF, DOCX
  • Authentication: Email, SMS code
  • Integrations: Google Workspace, Salesforce

Ensure the chosen system supports legal requirements (ESIGN 15 U.S.C. ch. 96 and state UETA where applicable), secure storage (TLS/AES), and audit trails that record signer attribution and timestamps.

Timelines and submission expectations for event organizers

Establish clear deadlines and processing expectations so organizers can verify medical info, follow up on missing consents, and prepare rosters before the event.

Form Submission Deadline:

At least 48–72 hours before event

Late Submissions:

Require onsite review and organizer approval

Record Verification:

Confirm contacts within 24 hours of receipt

Emergency Access:

Available to medical staff immediately

Retention Review:

Annual audit of stored forms

Common mistakes organizers and signers make

  • Missing guardian signature for minors causes immediate disqualification or additional onsite paperwork and delays participation.
  • Incomplete medical sections omit critical allergy or medication details, increasing risk during a medical response.
  • Using ambiguous media release language leads to disputes over photography rights and promotional use of images.
  • Storing forms insecurely or emailing unencrypted copies creates privacy and HIPAA exposure risks when health details are present.

Consequences of defective or missing permission forms

Participant Exclusion: Denied entry
Liability Claims: Civil risk
HIPAA Exposure: Regulatory fines
Insurance Denial: Coverage refusal
Event Delays: Operational impact
Data Breach: Reputational harm

Select eSignature vendor comparison for managing permissions and consents

Basic vendor differences are shown to help organizers evaluate common plan features and regulatory coverage; signNow is listed first per the platform comparison convention.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Trial varies Trial varies Trial varies Trial varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical tips for accurate, efficient permission collection

Apply consistent practices before and during events to reduce liability and improve response speed.

Standardize the form
Use a single, version-controlled template so all volunteers use the same fields and consent language.
Use required fields
Make emergency contact, medical conditions, and signature mandatory to prevent incomplete submissions.
Limit PHI exposure
Collect only necessary health details, store data securely, and restrict access to trained staff.
Log access
Maintain an audit trail of who viewed or exported forms for accountability.

Real-world examples of secure form usage

Organizations use secure e-sign and form workflows to collect consents, speed processing, and maintain compliance.

Martin Properties

A small events team moved consent forms online to speed approvals.

  • They reduced turnaround time for signatures.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Fertility Centers of Illinois

Clinical staff centralized authorizations and photo releases in a secure workflow.

  • Access was restricted to authorized roles.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Frequently asked questions about permission forms and e-signatures

Answers address common signer and organizer concerns about validity, notarization, minors, privacy, and electronic submission.


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