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Foothills Festival of Trees The Boys & Girls Club of the Foothills Festival of Trees Tree Decorator Reference Manual & Design Guidelines 2017 Table of Contents Who To Call For Assistance 1 Important Dates & Deadlines 1 Festival Beneficiary 2 Decorating Options and Budgets 3-4 Planning Your Tree – Theme Ideas 4 Tree, Wreath, and Gift Guidelines & Requirements 5-6 • Full Size Tree 5 • Floor Space 5 • Gifts Under Tree 5 • Wreath 6 • Table Top Trees 6 Purchasing Your Tree & Decorations 6 Lighting Your Tree 7 Securing Decorations to the Tree 7 Items Decorators Must Provide 8 Decorating Raffle Box 9 Decorating Tree Sign Stand 9 Roles of Lead Decorators & Team Members 9 Decorating Days 10-11 • Large Trees & Wreaths – Arrival Times, Dress Code, Check-In, Check-Out 10-11 • Table Top Drop Off Day 11 • Saturday Gift Arrangement Day 11 Tree Accounting 12 Tax Deduction Information 13 Forms 13 • Decorator Agreement 14 • Tree Proposal Form 15 • Advance Request Form 16 • Final Tree Description Form 17 • Tree Accounting Report 18-21 Special Note to Decorators 22 Who To Call For Assistance Jeanine Scott Tree Decorator Chair [email protected] 626-818-0076 Cell Kristy Bowden Co-Event Chair [email protected] 626-733-3500 Jodi Breneman Co-Event Chair [email protected] 626-705-2183 Cell Erin Slessor Supplies (raffle boxes, [email protected] sign stands, event supplies) 626-716-1366 Cell Important Date and Deadlines Tree Proposal Email Due - September 29 Final Tree Description Form Due - October 27 Tabletop Tree Drop-Off Day - November 30 in Monrovia OR - December 1 @ Annandale Full Size Tree Decorator Day - December 1 Tree Accounting Report Due - December 1 Festival of Trees Gala Event - December 2 Tree Delivery - December 3 1 About the Festival of Trees Beneficiary Proceeds from the Festival of Trees support the Boys and Girls Club of the Foothills. Boys and Girls Club of the Foothills opened in 1994 with the goal of enabling all young people in our community, especially those who need us most, to reach their potential as caring, responsible, productive citizens. For over 19 years, the Boys & Girls Club of the Foothills has provided guidance and constructive after-school activities for youth ages 5-18 living in Monrovia, Duarte and adjacent unincorporated areas. With special concern for children from disadvantaged circumstances, the Club helps children avoid at risk behaviors, reduce juvenile crime, and increase high school graduation and college attendance. The Club provides children with the opportunity to reach their potential through programs designed to improve academic performance, develop character, build confidence and attain skills needed to mature into productive, civic-minded and responsible citizens. All the programs are based on a youth development strategy that builds self-confidence and self- esteem while fostering a sense of belonging, competence, usefulness and influence. There are five Core Program Areas: Academic Assistance; Character and Citizenship; Health and Life Skills; The Arts; Sports, Fitness and Recreation. In six years, The Festival of Trees event has profited more than $625,000 to help fund the programs and services provided to hundreds of children in our community!!!!! All contributions to the Boys & Girls Club Festival of Trees are received by and acknowledged through the Boys and Girls Club of the Foothills, a non- profit 501( c ) (3) organization and are tax deductible to the extent allowed by law. Federal Tax I.D. #95-4453545 2 Decorating Options and Budgets The key to the success of The Festival of Trees is, of course, the trees! And in order to have beautifully adorned trees, we need volunteers to decorate them! We are grateful that you are giving your time and talent to maKe this event a huge success! Decorating Options: • Full-Size Tree & Gifts: The lead decorator and his/her team will decorate a full- size artificial tree, to be raffled off at the gala on December 3rd. The tree shall be no taller than 8’, including a tree topper and stand, and no shorter than 6’. You and your team will purchase and display the coordinating gifts underneath the full-size tree (the tree and all gifts will be raffled off together as one package). The full-size tree will be decorated the day before the event at the event venue. For security reasons, the gifts cannot be displayed under the tree until the morning of the event (Saturday am between 8am – 11am). • Tabletop Trees: The lead decorator and his/her team will decorate an artificial tabletop tree (approx. 3’-4 1/2’), which will be put up for bid in a silent auction the night of the gala. These trees are to be decorated ahead of time and brought to the Decorating Chair’s home no later than Thursday, December 1st, or directly to the venue the day before the event (Friday, December 2nd). • Wreaths: The lead decorator and his/her team will decorate a 24” – 36” wreath, which will be put up for bid in a silent auction the night of the gala. These wreaths are to be decorated ahead of time and brought to the Decorator Chairperson’s home no later than Thursday, December 1st, or directly to the venue the day before the event (Friday, December 2nd). Budget for Decorating (with suggested breakdown of budget): Full Size Tree & Gifts* Tabletop Trees Wreaths $1,250 $250 $125 $250 for a 6’-8’ tree $100 for a 3’-4.5’ tree $125 for $500 for decorations $150 for decorations wreath & $500 for gifts under tree no gifts go under tree decor - Any unused money left in your tree budget will be gifted to the Boys & Girls Club of the Foothills. - If your team goes over budget, the additional expenses will NOT be reimbursed to you. *See “Tree Accounting” on page 16 for more details on reimbursement. • Note to sponsors who decorate their own tree: If you are decorating the tree AND are the tree’s sponsor, you will not receive a decorating budget as all expenses are up to you. However, your sponsorship cost will only be half the published sponsor costs. 3 The Grand Prize Tree is featured in a live auction at the end of the evening! The grand prize tree can only be a MAXIMUM of 8 feet tall. The Grand Prize Tree budget is $1,500. Planning Your Tree The 6th annual Festival of Trees gala will once again kick off the holiday season like no other event in the San Gabriel Valley! The major attraction to the Festival is the brilliant display of holiday trees and wreaths that can be won through silent & live auction bidding and raffle ticKets. Your tree should convey a cohesive theme with color, concept, decorating and gift items that all blend together. Tree Proposal Forms, found in this packet, will need to be turned in to the Festival of Trees committee as soon as possible so we can ensure there are a variety of themes and styles overall. Theme Ideas The following tree theme ideas may be helpful as you plan your creation. The impact of a cohesive, well-planned tree theme definitely supports enthusiastic bidding and purchasing of raffle tickets. • Holiday: NutcracKer, Nativity, Snowmen, Reindeer, Santa Claus, Candy Canes • Elegant: Color Theme (gold, red, silver, etc), Holiday theme, feathers, 12 Days of Christmas • Seasonal: Winter Wonderland, Natural • Religious: Nativity, Angels, Silent Night • Children: Stuffed Animals, Toys, Grinch Who Stole Christmas, zoo animals, colored trees (pinK, blue, white, etc), Disney Theme, superhero • Cultural: Christmas in Germany, France, Spain, Asia, Mexico • Sparkly Baubles: Beads, Crystals, Twinkle Lights, Glitter • Sports: College team theme, soccer, baseball, ice skating, surfing • Outdoors: Summer or Winter Sports, Lodge, LaKe, Camping, Birds, Woodlands • Christmas in Different Climates: Tropical, North Pole, California • Arts: Circus, Ballet, Broadway, Music • Miscellaneous: Gifts from the Garden, Tree of Learning, Visions of Chocolate, Nautical, Cooking. Remember the WOW Factor! It boils down to one thing: exceeding the expectations of the audience. Think BIG to create the most exciting and eye- popping tree and package possible! Spend some time initially brainstorming with your team to decide what your tree is going to look like. You can make the difference between a nice tree and one that excites the imagination of the guests who are bidding on these amazing creations! 4 Tree, Wreath & Gift Guidelines & Requirements Full-Size Trees: • Purchase full-size trees in the 7’-8’ range. All full size trees must be no taller than 8’ tall, including the tree topper. The 8’ does not include any risers that you may or may not place under your tree, which are supplied by the committee. There are no color, shape or style requirements but you must fill out an initial tree proposal form just to be sure there are no duplicate style trees (with the exception of a basic green tree). • All stands (unless decorative) must be covered by a tree sKirt, decorative fabric, rug, etc. Even if you use a decorative stand, consider sKirting the floor underneath for added flare and effect. If using artificial snow, it must be made of fire retardant material and place a protective barrier between the snow and the outdoor carpet. • Lifts/Risers will be provided for you to place your tree and stand on top of to add more height and dramatic effect. This is not mandatory. The lifts need to be covered so they are not visible. • Be careful not to overload your tree. Top-heavy trees will snap in half. It has happened to one of our trees each year when they arrive at the winner’s home. Either buy a higher quality tree or be careful not to overload with too many heavy ornaments.
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