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

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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

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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.

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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 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: , Nativity, Snowmen, Reindeer, , Candy Canes • Elegant: Color Theme (gold, red, silver, etc), Holiday theme, feathers, 12 Days of

• Seasonal: Winter Wonderland, Natural • Religious: Nativity, Angels, Silent Night • Children: Stuffed Animals, Toys, 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!

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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.

• Logos or advertising CANNOT be ON your tree, unless pre-approved by the committee. A sponsor is recognized on the accompanying signage and in the program.

• Only NEW ornaments, lights, ribbons and accessories may be used.

• PLEASE KEEP LARGE BOX YOUR TREE CAME IN SO WE CAN GIVE TO WINNER!

Floor Space:

• Each full-size tree decorator will be assigned a 10’x10’ space (if space allows) to decorate and place the accompanying gifts.

Gifts Under Tree:

• All teams decorating a full-size tree will also search for and purchase the coordinating gifts underneath. As an example, if you’re doing a garden-themed tree consider buying gifts like decorative pots, a small bistro table and chairs, watering can, yard art, gardening gloves, seeds, gift card to a nursery, etc.

• All display items under and around the tree must be NEW merchandise.

• All gifts under the tree should be unwrapped so the guests can see what comes with the tree. Consider wrapping empty boxes for décor and to carry out your color theme. Please save all original boxes for gift items to be delivered with the tree, including molded Styrofoam packing; enclose owner/operator manuals and warranties, etc. along with the items in their original box.

• Anything placed under or around the tree will be delivered with the tree. Do not place anything in your tree space that you expect to have returned!

• Gift certificates accompanying any trees should NOT be placed with the display, but rather have signage noting the gift certificate. The actual gift certificate should be given to a Festival committee chair for safe keeping until after the display is won. The gift certificate will be given to the winner when the tree is delivered.

• The gifts are just as important as the tree itself! Many attendees are more drawn to what’s underneath the tree than they are what is ON the tree!

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Table Top Trees:

• Table Top Trees should be approximately 3’- 4 ½’ tall. They may be any color, shape, or style and can also come in a decorative container, which can be included in the height requirement. An initial tree proposal form including theme and tree type will need to be submitted so the committee can be sure there aren’t any duplicate ideas.

• Table Top Trees should be decorated ahead of time and delivered to the chairperson’s home no later than the Thursday before the event OR to the venue by 11am the Friday before the event. Table Top Trees should follow the SAME GUIDELINES as the full-size trees.

Wreaths:

• Wreaths should be approximately 24” – 36” wreath and in the color, shape and theme of your choosing. Please be sure to remit a proposal form to avoid duplication of themes and styles.

• The wreath may or may not have lights BUT LIGHTS REALLY MAKE YOUR WREATH STAND OUT ON THE NIGHT OF THE GALA! If you do light your wreath you may want to consider using battery-operated lights since winners may not be able to get power to light the wreaths at home.

Purchasing Your Tree & Decorations

Early planning is essential so that you have time to research trees, wreaths, ornaments and gifts in order to get the best materials at the best price possible. If you like to shop online, start searching the web for the best deals on trees. Boys & Girls Club of the Foothills has entrance passes to Shinoda Design Center in Santa Ana. This wholesale design warehouse is only available to the design trade and other entities such as non-profits. You must take a membership card with you to Shinoda in order to gain access. If you decide to take a trip down for ornaments, trees, wreaths, ribbon, etc., please contact Jeanine Scott to make arrangements to borrow a membership card.

Of course, if you have your own resale license and can gain entrance into places like the L.A. Gift Mart, GM Floral Company and Roland’s of California, those are amazing resources. Stats, Michael’s, Tai Pan, Big Lots, Hobby Lobby and 99 Cent Stores can also offer some good options and fillers.

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Lighting Your Tree

Your tree must be completely lit from top to bottom, 360 degrees regardless of what is showing at the Festival. Just imagine your tree on display in a lobby, family room or beautiful foyer after it is purchased. Many artificial trees already come pre-lit. Some come with more lights than others. If the tree you purchase seems to be lacking a bit in the lighting department, consider adding additional lights so that when it is lit at the gala, it looks spectacular! If you do add your own lights, be sure to use lights that are independent of one another so if one burns out, the others stay on. Also, be sure to test them all before wrapping them through the tree. Hang your lights starting from the bottom and work your way up. You may want to bring extra lights in case a strand or two burn out. It has happened every year.

Helpful hint: The plug-in end (male end) should be left at the bottom of the tree to plug into an extension cord. Weave your lights in and out of the tree, rather than wrapping it around the entire tree. When you reach the tip of a branch, separate the light strand’s twisted wire and put the tip of the branch between the two wires. This will help keep the lights in place. It is also a good idea to use floral wire to secure your lights to the tree so they do not become unattached during delivery the day after the Festival.

• Be sure to use only NEW UL APPROVED LIGHTS and do not plug in more than three strands of lights together. Securing Decorations to the Tree & Wreaths

Your beautiful tree will be picked up and moved the day after the event. That being said, it is required that all decorations, lights, etc. be wired to the tree with floral wire or pipe cleaners to prevent damage and to help ensure your tree arrives to its final destination looking as good as it did Gala Night. Common “loop” wires that come with ornaments are not a secure form of wiring and cannot be used on the trees and wreaths.

• Hint: A piece of floral wire or pipe cleaner is needed to tie an average ornament to the branch of a tree. Wrap firmly, using two twists. But do not twist too many times because if they winner decides to take down the tree and each ornament is wired around a branch 10 times it will take hours!! And do NOT hot glue any ornaments to the tree branches.

• Remember to use the same color wire (and light cords too) as the color of your tree, i.e. – green tree = green wire/lights; flocked tree = white wire/lights.

• All ornaments with an inserted or slip-on hanging attachment at the top must be glued where the two pieces meet so the ornament cannot slip off its hanger. Hint: Hot gluing the tops to the ornaments is a great thing to do in advance of Decorating Day so you have one less thing to do.

• Fragile ornaments should be used cautiously and sparsely. They could break when a tree is moved.

• And remember, too many heavy ornaments will weigh down a tree which could cause the tree to snap or bend.

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Items Decorator Must Provide

All decorations and accessories on and around the tree, including but not limited to ornaments, lights, tree topper, tree skirt, etc. Surge Protectors and Extension Cords

• You will also need one 9’ or longer extension cord for your tree and display.

o These cords and surge protectors will be included with delivery of the tree to the winner’s home.

• If you are adding lights or any ornaments or tree toppers to your tree that require electricity, you will need a multi-plug surge protector with a circuit breaker incorporated. One electrical outlet will be provided by the venue for each tree. Note: Not all multi-plugs with surge protectors meet this requirement; make sure a circuit breaker is included.

o Hint: Consider mounting the surge protector IN the tree for plugging in light strands, etc. Do NOT use wire to attach the surge protector to the tree – use green electrical tape or zip ties only!

Additional Equipment to Decorate Tree

The following are items you MAY need in order to decorate your tree and surrounding space. Please note that the event site will not be able to loan these items. You are responsible for bringing what you will need. • Ladder or stepping stool to decorate the top of your tree • Floral Wire or pipe cleaners to attach ornaments and lights

• Fishing Line and Safety Pins • Pliers and wire cutters with side cuts • Scissors and tape – floral, masking, etc. • Boxes for decorations or items displayed under the tree

• Glue guns and extension cords to use them, glue sticks • Wrapping paper, ribbons and supplies as needed for your design

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Decorating Raffle Box

Each tree will also need to have a decorated box for gala guests to drop their raffle tickets. It is the decorating team’s responsibility to decorate an 8”x8”x8” cardboard box that will be provided to you by the Festival of Trees Committee. The most effective way to spruce up your box is with wrapping paper and ribbon that coordinates with your tree décor. Remember, the side with the slit in it is the top of the box. The box will be provided to you prior to the event so you can get a head start if you so choose. The committee will also provide a stand for the box to sit upon, which will be given to you on the actual decorating day.

Decorating Tree Sign Stand

Also in each tree’s designated area will be a large sign listing the name you gave your tree, as well as all of your tree’s sponsor(s) and decorator(s). These signs will be provided for you on a stand. Using extra ribbon, ornaments, material, paper, spray paint, etc. from your tree and gifts, we ask that you please decorate the simple stand the sign will be attached to so that everything in your designated area has a cohesive look. The stands will be provided to you prior to the event so you can get a head start if you so choose.

Roles of Lead Decorators & Team Members

The Lead Decorator role is an important one. The Festival relies on you to lead your team of decorators to assure that all guidelines set forth by the Festival are followed. A Lead Decorator is responsible for:

• Selecting a theme for your tree • Acting as the point of contact for the Festival committee • Submitting all forms on time to the committee • Making sure every member of your team is well-informed and updated of any changes to Festival policies or to your tree specifically

• Making sure the Tree Accounting Report is complete, accurate and turned in with all receipts by due date

• Ensuring all team members, to the extent that they wish to be, feel like they’re a part of the experience and process of decorating your fabulous tree!

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Decorating Days

You and your team have planned, researched and shopped for months and now it’s time to bring your vision to life! Decorators will have access to the event site on Friday, December 1ST, beginning at 8:00am

The gala will be held at Annandale Golf Club in Pasadena, located at 1 North San Rafael Avenue, Pasadena 91105, just off the San Rafael exit on the 134 W freeway. All loading & unloading must occur between 8 and 11am Between those hours you are welcome to pull up just south of the carport to unload. After unloading and anytime after 11am, you will need to park your car in the parking lot to the south of the tented area (where the trees are displayed) and walk up the steps.

Dress Code: Decorators must adhere to Annandale’s dress code policy. Please wear shirts with collars (or a sweater w/ a non-collared shirt underneath) and pants. Absolutely NO denim by any of your team members. Also, no leggings, t-shirts or sweatshirts. These are not our rules, they are the rules of the venue.

Check-In:

• Upon arrival please report to the Decorator’s Check-In Desk in the tented area.

• You will receive an I.D. tag with your tree/wreath’s name and lead decorator’s name. Please affix this tag on the backside of your tree at mid-level or on the back of the wreath.

• You will also receive a large envelope to use for gift certificates, warranties and other instructions that go to the buyer of your tree. (You will turn in your envelope before you check out at the end of the day).

• Large plastic bags and I.D. label tags for boxes that must be kept for the purchaser will also be provided for you at check-in. There is no need to adhere labels to wrapped empty boxes and gifts themselves! They are just to be used for any product boxes that may be delivered with the tree & gifts (i.e. – the artificial tree box). Decorating Day concludes at 8:00pm on Friday, December 1st

Check-Out - When you are finished with your tree you will need to checkout at the Decorator Desk to make sure we have all of your accounting paperwork complete and your tree is ready to be raffled/auctioned off.

• Storage Bags & Tags – All storage bags and tags must be marked and labeled with your tree information – Tree title and lead decorator’s name. Please bag all boxes that will be needed for re-packing gifts, appliances, electrical items and anything fragile that is not affixed to the tree and must be transported with the trees. Please turn labeled bags in at the Decorator Desk before leaving.

• Large Envelope – Turn in all gift certificates, vouchers, warranties, instructions or other paperwork so we can make sure they get to the purchaser! Do not leave these items in their original box or put them in the storage bags.

• Tree Boxes – If your artificial tree came in a box please leave the box behind in case the winner would like the pack it away after the holidays. Please place a label on your tree box.

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• Unneeded Empty Boxes and Trash – Please bring any unneeded empty boxes to the Decorator Desk. We will reuse these boxes for the delivery of trees and gifts and discard the rest. Also be sure all trash in your area has been removed and thrown away.

• Tree Accounting Report – Your Tree Accounting Report along with all receipts should be turned in before you leave on Friday night. If you have last minute items to add/buy to bring back with you on Saturday morning, make sure your accounting report is turned in no later than 10am on Saturday, December 3rd.

Table Top Tree & Wreath Drop Off

If you are decorating a Table Top Tree or Wreath they are to be decorated ahead of time and dropped off on Thursday, November 30th at the decorator chair’s home.

• We will deliver your Table Top Tree or Wreath to the venue on Friday. You may also deliver them to the event site yourself between 8am -11am on Friday, December 1st. Please be advised: Denim is not permitted at event location, even for dropoff. • If you drop the tree of at Annandale, you will receive a tree I.D. tag with your tree’s name and lead decorator’s name. Please affix this tag on the backside of your tree or wreath. • As a reminder, all ornaments and tree decorations must be wired to the tree so that they are transported safely. • If applicable, your Tree Accounting Report, along with all receipts, must be turned in at the time you drop off your tree.

Saturday Gift Arrangement Day

For security purposes, any gifts of value for the gift display of your full-size tree cannot be placed out until the morning of the event (Saturday, December 2nd). You may work on your gift display between 8am and 11am that morning.

• As a reminder: All wrapped empty boxes will be delivered with the tree.

• Please clean up and look over your space one last time before leaving Saturday morning to be sure it’s exactly how you’d like your display presented.

• If you haven’t already done so, your Tree Accounting Report is due by 10am on Saturday. Please turn it in upon arrival.

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Tree Accounting Due By: Friday, December 1st, 2017 by 5pm Completing the Tree Accounting process can feel overwhelming after you’ve just spent the entire day decorating your tree. We recommend recording your purchases as you go and clearly identifying items purchased on each receipt at the time of purchase. It can be difficult to figure out one item from another on a receipt several months later. The Tree Accounting Report is attached to this manual. There are several ways to go about getting reimbursement for your purchases (if applicable): 1. We PREFER you receive an advance for your purchases. Please fill out the Advance Agreement and you will receive your money within 3 weeks. Please keep in mind you will still need to keep receipts and fill out the Tree Accounting Report prior to the event. Please note: Advance Funds not spent or accounted for on the report must be paid to the Boys & Girls Club of the Foothills prior to the event. 2. Save up all your receipts from throughout the year and turn them in, along with the Tree Accounting Report on decorating day. You will be reimbursed within 3 weeks. 3. If you did not request an advance and you prefer to be reimbursed for your purchases before Decorating Day, please submit your receipts and Tree Accounting Report on decorating day and you will be reimbursed within 3 weeks. 4. If you are a sponsor and decorating your own tree, you won’t need to hand in an accounting report since what you spend is your donation. You may save your receipts for your own tax accounting records.

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Tax Deduction Information

This information is provided for general reference and cannot be considered “tax advice” from a qualified professional. Be sure to consult your tax advisor regarding the deductibility of any expenses. Boys & Girls Club of the Foothills is a non-profit 501(c) 3 organization. Federal Tax ID #95-4453545. Volunteers may deduct non-reimbursed out-of-pocket expenses directly related to their volunteer service if they itemize deductions. Volunteers may not deduct the value of their volunteer time or services. (Examples: attorneys who provide free legal assistance to a local housing organization; doctors who volunteer at a free clinic; teachers who volunteer as tutors.) Charitable donations must have been contributed to what the Internal Revenue Services terms a “qualifying organization.” This includes government agencies and organizations operated only for charitable, religious, educational, scientific, or literary purposes. Boys & Girls Club of the Foothills meets this requirement. Examples of the types of expenditures that volunteers may NOT deduct on their tax return include, but are not limited to:

Parking costs, telephone bills, supplies purchased to perform volunteer duties, automobile mileage and expenses for gas, dues, fees, or assessments made to a qualified organization. FORMS Decorator Agreement – This form must be filled out by all decorators, which states you agree to adhere to all policies and guidelines set forth in this manual.

Initial Tree Proposal Form – The initial description allows Festival Chairs to review and comment on the tree concept. This will help avoid duplication or excessive similarity and will help the decorator avoid potential problems. Advance Request Form – This form should be filled out as soon as possible in order to receive funds in a timely manner. Final Tree Description Form – This form is needed for program and signage production. It is due NO LATER THAN October 26, 2016. Tree Accounting Report – This form is when you check-in on Decorator Day. For IRS purposes a Tree Accounting Report must be completed for every tree. Decorators who received advances must also complete the Advance Accounting section.

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Festival of Trees DECORATOR AGREEMENT

_____ YES! I/We would like to be responsible for decorating a tree for the Festival of Trees 2017 event benefitting Boys & Girls Club of the Foothills. I understand that I will be responsible for providing all of the materials and the labor required to decorate the assigned display.

I will attend the Decorating Day on Friday, December 2nd and then layout the expensive gifts under the tree on Saturday morning, December 3rd (or if you are decorating a tabletop tree or wreath you agree to have it decorated and delivered to decorator chair’s home by Thursday, December 1st or event site by Friday, December 2nd by Noon. I will adhere to the guidelines outlined in the Tree Decorator Reference Manual & Design Guidelines.

If I am the sponsor AND the tree decorator, I understand that I have paid a reduced sponsorship rate and am responsible for the cost of the materials and labor associated with the tree. If I am decorating a tree on behalf of a sponsor, I agree to work within the budgeted amount allotted to me by the Festival of Trees committee. Any money spent over and above the specified budget will be my responsibility. Conversely, I understand if my expenditures are under budget that the remaining money goes to Boys & Girls Club of the Foothills.

Print Lead Decorator’s Name: ______

Lead Decorator’s Signature: ______Date: ______, 20______

Phone #: ______Cell Phone #:______Address: ______

Email Address: ______Mail or Email Forms to: Jeanine Scott – Festival of Trees 223 Highland Pl, Monrovia, CA 91016

For more information, please contact Jeanine Scott at 626.818.0076 or [email protected]

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Festival of Trees Event Initial Tree Proposal Form

DUE NO LATER THAN: September 29, 2017*

*The sooner any preliminary information on your tree is provided the better, so that duplication between decorators’ trees can be avoided. More details can be filled in and presented by the final description deadline on October 27th. Please contact Tree Decorating Chair, Jeanine Scott (626.818.0076 or [email protected]), as soon as possible.

Tree Name/Title: ______Tree Size/Color: ______Theme Colors: (Also list any items you know you will use in your décor): ______

My gifts under the tree will be in the form of: ______Cash/Gift Card(s) ______Gifts Briefly describe: ______

Lead Decorator(s): - First and Last Name or Company Name ______

Co-Decorator(s): If applicable – Please list the names in the order you would like them to be listed

______To the best of your ability at this point in time, please provide a description of what your tree will look like in order to avoid too much duplication/redundancy between the trees.

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Advance Request Form

1. I have signed a Tree Decorator Agreement. 2. I agree that funds advanced to me in good faith by the Boys & Girls Club of the Foothills will be used to decorate a tree at the Festival of Trees. 3. I agree that none of these funds may be used as compensation for my time, talents or personal expenses associated with the decoration of a tree. 4. On or before completion of tree decoration, I will submit to the Festival an accounting report with original receipts. 5. For each/all items purchased and used for the purpose stated below. If any of the advanced funds have not been expended, I will reimburse the Boys & Girls Club of the Foothills for that amount on the date of the accounting submittal.

______(initial here) Tree Decorator Advance Agreement

Amount Requested: $______

o Full Size Tree & Gifts: Not to Exceed $1,250. o Table Top Tree: Not to Exceed $250. o Wreaths: Not to Exceed $125. o Grand Prize Tree & Gifts Not to Exceed $1,500.

Payee Signature: ______Date: ______

Make Check Payable to: Name: ______Business Name (if applicable): ______Address: ______

Phone: ______Cell: ______Email: ______

For Office Use Only:

Purpose for Advance: Amount to be Advanced:

Approved By: Date:

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FINAL TREE DESCRIPTION FORM

DUE NO LATER THAN: October 27, 2017*

*Please fill out any specific details that weren’t yet finalized when you turned in your original “Initial Tree Proposal Form”. If nothing has changed, please indicate below and return form via email (scanned copy) or mail: Jeanine Scott 223 Highland Place, Monrovia, CA 91016. Please contact Jeanine should you have questions. (626.818.0076)

Tree Name: ______Tree Size/Color/Type:______Theme Colors and Overall Style of décor: ______

______My gifts under the tree will be in the form of: ______Cash/Gift Card(s) ______Gifts

Briefly describe: ______

Lead Decorator(s): - First and Last Name or Company Name ______Co-Decorator(s): If applicable – Please list the names in the order you would like them to be listed in program and on tree signage. ______

______Thank you! This event would not be possible without our decorators!

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Special Note to Decorators – While this is a fundraising event and our goal is for every possible dollar to benefit the kids of the Boys & Girls Club of the Foothills, we are grateful to our decorators for giving so much time to our event. Therefore, all Tall Tree Decorators will have the opportunity to purchase TWO discounted tickets to the 7th Annual Festival of Trees. We would be thrilled for you to join us so you can see this special evening come together and witness the reaction of our guests when they see the magical trees on display! Once you receive your invitation, please mail in your response card with the title “Tall Tree Decorator” next to your name and a payment of $90 (or $180 for two).

Thanks again for taking part in this vital fundraising event!

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