2019 tree designer handbook - providence foundations
TRANSCRIPT
2019
TREE DESIGNER HANDBOOK
Providence Festival of Trees 3975 SW Mercantile Drive, Suite 205
Portland, OR 97035 503-216-2095 phone
503-216-6630 fax [email protected]
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Table of Contents
TABLE OF CONTENTS .......................................................................................... 3
IMPORTANT DATES & DEADLINES ..................................................................... 7
IMPORTANT CONTACT INFORMATION .............................................................. 9
FESTIVAL 2017: DESIGNER WEEK AT A GLANCE .......................................... 11
FESTIVAL OF TREES: QUICK OVERVIEW ........................................................ 13
Where It All Began ................................................................................................ 13
Festival Week Events ............................................................................................ 14
Festival By the Numbers ....................................................................................... 14
FESTIVAL BENEFICIARIES ................................................................................ 15
THE SPONSOR & DESIGNER RELATIONSHIP ................................................. 16
Tree Sponsors ....................................................................................................... 16
Different Relationships .......................................................................................... 17
Tree Designers ...................................................................................................... 18
ROLES OF THE LEAD DESIGNER ..................................................................... 19
PLANNING YOUR TREE: THE BASICS .............................................................. 20
Tree Options ......................................................................................................... 20
Live Tree Options ............................................................................................ 20
Artificial Trees.................................................................................................. 20
Space Options ....................................................................................................... 20
Inside Your Space ................................................................................................. 21
TREE DESIGN & THEME ..................................................................................... 21
Theme Ideas ......................................................................................................... 21
Color ...................................................................................................................... 22
How the Trees Are Sold ........................................................................................ 22
Consider Your Prospective Buyer(s) ..................................................................... 22
Individual Buyer ............................................................................................... 22
Business Buyer ............................................................................................... 23
Charitable Buyer.............................................................................................. 23
Variety is Key – Confirm Theme Early ................................................................... 23
PURCHASING ITEMS FOR YOUR TREE ............................................................ 24
Tips for Purchasing ............................................................................................... 24
TREE ACCOUNTING ........................................................................................... 25
DONATIONS ......................................................................................................... 25
Cash Donations ..................................................................................................... 26
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Resources ............................................................................................................. 26
Planning Your Solicitation Campaign .................................................................... 26
BUILDING YOUR TREE: TREE & SPACE .......................................................... 28
Trees ..................................................................................................................... 28
Live Tree Options ............................................................................................ 28
Artificial Trees.................................................................................................. 28
Space .................................................................................................................... 28
ESSENTIAL ITEMS TO BUY AND BRING .......................................................... 29
Power Strips and Extension Cords ........................................................................ 29
Tree Skirt and Floor Covering ............................................................................... 29
LIGHTING YOUR TREE ....................................................................................... 30
Tips on Buying Lights ............................................................................................ 30
How to Install Lights .............................................................................................. 30
Important to Remember ........................................................................................ 31
DECORATING THE TREE AND DISPLAY ITEMS .............................................. 31
Securing Decorations to the Tree .......................................................................... 31
Tree Toppers ......................................................................................................... 32
Items to Avoid or Consider .................................................................................... 33
Big Pieces ....................................................................................................... 33
Everything Must Go ......................................................................................... 33
Plan for Wrap-Up ............................................................................................. 33
Signage ................................................................................................................. 33
FIRE RETARDANT INFORMATION..................................................................... 34
ADDITIONAL EQUIPMENT NEEDED BY DESIGNERS ...................................... 35
REGISTERING YOUR TEAM ............................................................................... 36
Gala Tree Host ...................................................................................................... 36
How Many People Can Host my Tree? ........................................................... 36
What Will Happen if I Cannot Host my Tree at the Gala? ............................... 36
Wrap-Up Team ...................................................................................................... 36
Tree Angel ............................................................................................................. 37
DECORATOR DAYS: WHAT TO EXPECT .......................................................... 38
TAX DEDUCTION INFORMATION ....................................................................... 41
FORMS ................................................................................................................. 42
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Dear 2019 Tree Designer, Whether this is your first time as a Festival Designer or you are one of our seasoned veterans, we would like to say Welcome and Thank You! We hope the information outlined in this handbook will be beneficial to you as you plan and decorate your Festival tree. However, we understand that not every possible situation can be addressed in this handbook, so we encourage you to contact us if you have any questions. If you are a first-time Festival Designer, you are required to meet with the Festival Coordinator prior to being approved. All first-time designers will work with a mentor in their first year to help them learn the process.
Some of the support available through this process includes:
Review of photo albums, slides, and other auction publications
Aid in developing a theme
Assistance in writing your tree description
Help preparing forms, including the Tree Accounting Report
Direction in securing donations
Examples of solicitation letters Thank you for your hard work and dedication to the Festival. We appreciate you! Sincerely,
Hallie Gentry Special Events Coordinator Providence Regional Foundations 503-203-0790 office | 503-784-9120 cell [email protected]
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Important Dates & Deadlines
DESIGNER WORKSHOPS Mandatory for Lead Designers TOPICS DATE LOCATION Designer Workshop 1 5:30pm-7:30pm
Beneficiary Information,
Handbook, and the Basics
April 25
Thursday PPMC Cancer Center
Conference Room Portland, OR
Designer Workshop 2 6pm-9pm
Handbook, How to Host & How to Merchandise Your Tree
Tips & Tricks
August 20 Tuesday
PPMC Cancer Center Conference Room
Portland, OR
Designer Consultation 9am – 4pm
Lead designers will sign up for 15-minute check-in during this time.
Design consultation resources also
available.
September 28 Saturday
PPMC HCC8 Conference Room
Portland, OR
FORM DEADLINES DONE
Sponsor Pledge Form Money cannot be issued to designers without signed pledge
On-going, July 1
Designer Agreement Form At commitment
Designer Advance Form No funds may be issued before form received
ASAP
Initial Tree Order Form July 24
Tree Worksheet September 27
Catalog Description Form September 27
Team Division of Roles November 4
Donation Forms Due Forms received after this date may inhibit our ability to recognize a donor in the catalog insert
November 13
Tree Check-Out Check-List December 2
Tree Accounting Report Due by 12:00pm December 3
NOTE: The paperwork completed by Lead Designers helps the entire process run smoothly by maintaining communication and accurate records between the event coordinator and each design team. The deadlines established here are crucial, as the information requested informs rental orders, the order of our trees, important logistics details, as well as print materials that must be into production on time. Please mark your calendars with these deadlines to ensure that all paperwork is submitted on time, and thank you for doing your part to help the process run smoothly.
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Important Contact Information
WHO ROLE INFO
Hallie Gentry
Special Events Coordinator [email protected] 503-203-0790 office
503-784-9101 cell
Sandy Miller
Trees Group Co-Chair [email protected] 971-295-0806 cell
503-513-2108 home
Shelly Hamann
Trees Group Co-Chair [email protected] 503-806-5529 cell
Debbi Johnson
Tree Decorator Day Chair [email protected] 503-539-7909 cell
503-665-8254 home
Cheri Baber
Tree Angels Chair [email protected] 503-289-3864 office
503-890-6419 cell
Aleta Johnston
Tree Accounting Chair [email protected] 503-663-3308 office
Patsy Cobb Silent Auction Chair [email protected] 503-329-4076 cell
Katie Colhoff Special Events Director [email protected] 503-203-0759 office
503-475-0881 cell
Tiffany Hurst Event Specialist [email protected] 503-203-0791 office
Festival of Trees Website: www.providence.org/festival Festival of Trees Facebook: www.facebook.com/festivaloftreesportland
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Festival 2019: Designer Week at a Glance
Oregon Convention Center – Halls A & A1
Required for Design
Team TIME DATE
TREE MOVE IN
Trees will be next to your space when you arrive
Place flooring first – all spaces are required to have floor covering
Delivery of other tree items
Teams must conclude by 7:00pm with all items inside their tree square
Optional, but
recommended
2:00pm – 7:00pm ONLY
SUNDAY December 1
DECORATING DAY Coffee, Lunch, and Dinner Provided
Full day of decorating
All trees must be completed by 9:00pm and must CHECK OUT before leaving the hall
All trees must have: o Removable topper, Tree
skirt, Ornaments wired into tree
Parking available in the I-5 lot
Be sure to confirm tree sign information at Designer Check-In and verify all forms are in
Required
8:00am – 9:00pm MONDAY
December 2
Tree Accounting – DUE BY NOON Can submit on Monday if preferred
Required 8:00am – 12:00pm
TUESDAY December 3
VIP Preview – Tree Hosting Optional Optional 5:00pm–7:00pm Host
WEDNESDAY December 4
Gala Auction – Tree Hosting Dinner Provided in Volunteer Room
Required 4:00pm Dinner 5:00pm – 7:15pm
Host
THURSDAY December 5
Public Show (9:00am – 5:00pm, optional) Tree Wrap Up Dinner Provided in Hall
Required
6:30pm Dinner 7:00pm Wrap-Up
SATURDAY December 7
Tree Delivery & Tree Angels Optional to be an angel
Optional 8:00am – 5:00pm
SUNDAY & MONDAY Dec 8 & 9
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FESTIVAL OF TREES: Quick Overview
Where It All Began December 1982 arrived in Portland, Oregon. Meier & Frank’s window displays at the flagship store in Downtown had been unveiled and Santa’s House was set up inside ready for children of all ages. Peacock Lane residents were working on their spectacular light display. The lower level of the iconic Memorial Coliseum was abuzz with the sights and sounds of the holidays. Christmas was coming to the Rose City in a most exciting way. The concrete walls of the Memorial Coliseum disappeared and were replaced with the spirit of something magical. A dazzling array of beautiful, yet humbly decorated trees appeared in row after row of Christmas delight. The Mayor and city officials, State Representatives, the community, employees, doctors and nurses along with their families crowded into the warm, inviting space to gaze at the trees that would raise funds for patients in need. Community leaders and philanthropists Charles and Caroline Swindells, together with their Providence Portland Medical Foundation Board Chair Dr. Gary Rothenberger and his wife Marianne, chaired the first Festival event. The goal was to raise $300,000 for cancer research and kidney dialysis. Everyone at the Providence Portland Medical Center and it’s supporting Foundation had pitched in to make this new holiday tradition a reality – grounds keepers tended the freshly cut trees, housekeeping tenderly cleaned the space around each delicate display, creative minds and generous hearts decorated each tree and donors anxiously awaited the opportunity to support the hospital’s efforts to care for poor and vulnerable through this new experience. Little did they know, this humble idea transplanted from another community would one day raise millions of dollars for those most in need and unite thousands of people under a Portland holiday tradition known as Providence Festival of Trees. Over time, the Festival of Trees has gone from a walk-around auction in a simple space to a formal Gala Dinner and multi-media auction followed by multi-day public events benefitting an entire community. Over 20,000 visitors pass through the Festival of Trees each year as one of Portland’s most beloved holiday traditions. Providence Festival of Trees has contributed well over $18 million in its 30+ years of operation. Funds benefit programs and services that support the most vulnerable throughout the Portland Metro area. In 2017 Providence Children’s Health Foundation took over the Festival of Trees as its annual fundraiser. Now the Festival of Trees helps to provide care to tens of thousands of children – newborn to teenagers – and their families each year. Providence Festival of Trees is a volunteer-driven project operated by a 40+ person committee. It takes 12 months, nearly 100 amateur and professional designers, over 1,200 volunteers and thousands of volunteer hours to produce this holiday tradition.
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Festival Week Events
The Providence Festival of Trees includes a series of events to capture a variety of audiences.
DAY EVENT TIME DESCRIPTION
Wednesday
VIP Preview 5:00pm – 7:00pm Past tree buyers and high-level supporters. Approximately 250 guests
Invitation only
Thursday
Gala Dinner & Auction 5:00pm – 9:30pm Ticketed individuals and sponsors.
Approximately 750 guests Tickets $200 each
Friday
Public Show Photos with Santa, Teddy Bear
Hospital, and lots of other great activities!
10:30am – 8:00pm
General public, friends of the Festival, and
community partners Admission $10.00
Saturday
Public Show Photos with Santa, Teddy Bear
Hospital, and lots of other great activities!
9:00am – 5:00pm General public Admission $10.00
Festival by the Numbers
The Festival of Trees includes:
More than 100 exquisitely decorated trees, mini-trees and holiday displays
Over 20,000 people attend each year
More than 600,000 people have attended the Festival since 1983
The 40-member volunteer steering committee works year round
Over 1,200 volunteers give their time, talent and resources
More than 300 area businesses contributed to last year's event
Since its creation, the festival has raised over $18 million for the
most vulnerable in our community.
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Festival Beneficiaries
Proceeds from Providence Festival of Trees support critically needed care for our community’s most vulnerable children and adults, as well as leading-edge cancer research and cardiac care through the health care and social services programs of Providence Health and Services. This year’s Festival of Trees proceeds will benefit:
Providence Children’s Health
Providence is a leader in children’s health care in Oregon, providing care for tens of thousands of children– newborn to teenagers – and their families each year. One quarter of all children in the state begin their lives in a Providence hospital. That is 11,000 babies annually! Proceeds from the 2019 Festival of Trees will support children’s services throughout the state of Oregon. All contributions to Providence Festival of Trees are received by and acknowledged through the Providence Child Center Foundation, a non-profit 501(c) (3) organization and are tax deductible to the extent allowed by law. Federal Tax I.D. #93-0800140. For additional information regarding ways to support the Festival’s beneficiaries please contact the Providence Medical Foundations Office of Special Events at 503-216-2095.
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The Sponsor & Designer Relationship Our Festival trees are made possible by 2 different yet important groups of Festival supporters: Tree Sponsors and Tree Designers. Without the help of both groups, we would not be able to showcase and sell such beautiful trees each year to raise funds for Providence.
Tree Sponsors
Tree Sponsors provide the funds for our tree. Each tree is sponsored for $3,500. There are 2 different ways that sponsorship money is handled. Because of this, we have 2 different sponsor packages: Package A and Package B. Package A Sponsors In the Package A Tree Sponsorship, the sponsor pays Providence $3,500. $1,500 of this sponsorship remains with the Special Events Office to cover the fixed cost of each tree square (the tree itself, power runs to each space, drape to divide spaces, etc.). The remaining $2,000 from the sponsorship is then issued as an advance to the Tree Designer team and used to purchase lighting, ornaments, and all other gifts/pieces of the design necessary to complete the fabulous tree. Many design teams also leverage relationships with local businesses and/or approach different organizations for donations to acquire additional items for their tree square. The Special Events Team provides support in donor solicitation too (see DONATIONS Section on page 25). Package B Sponsors In Package B Sponsorships, the sponsor pays $1,500 to Providence to cover the fixed costs, and then the sponsor provides funds and support to the design team to purchase lights, ornaments, and other items necessary to complete the tree design. In this package, the design team does not receive an advance from Providence. Package B design teams also leverage relationships or use savvy team member to secure donations to increase the value of their tree. Regardless of the sponsorship package, all items purchased and donated must be documented through our Tree Accounting process, and any unused advance funds (Package A Sponsored Trees only) must be returned to Providence along with the Tree Accounting paperwork (see Tree Accounting Section on page 25). Trees vary in retail value, but all must have a value of at least $3,000 regardless of sponsorship package.
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Different Relationships
Because of our 2 different sponsorship packages and our diversity in our tree sponsors, there are few different types of sponsor/designer relationships:
1. Hands Off Sponsor with FOT Designer (Package A Sponsors) Some of our tree sponsors prefer to sponsor a festival tree and then leave the lion's share of the design, theme development, shopping, and execution to their appointed Festival of Trees Tree Designer and team. We ask that the Lead Designer reach out to their sponsor once or twice during the process to update them about progress and theme. This can also be done by the Festival Event Coordinator. Outside of those communications, the events team remains in contact with the Sponsor leading up to the event and works closely with the using team to ensure the team is on track.
2. Involved Sponsor with FOT Designer (Package A Sponsors) Some of our sponsors like to be involved with planning, brainstorming, theme development, and execution of their tree. Often these sponsors want to be sure to sign off on the direction of the tree and may want to provide additional support by shopping or even helping to decorate on decorator day. It is important that sponsors in this category feel heard, supported, and involved. We ask that our Lead Designer work to keep the sponsor contact in the loop and honor their wishes as best as possible in terms of theme development. Frequent communication with the events team is strongly encouraged to Tree Designers of sponsors in this category. By keeping the Festival Coordinator in the loop, we can help guide the process should any issues arise.
3. Sponsor-Provided Designer (Package B Sponsors) 90% of our Package B Sponsors provide their own design team - usually a team of employees from the supporting organization. These teams are unique in that the main contact often serves as both Sponsor contact and Lead Designer contact. In addition to sponsoring the tree, this group commits to attending the Designer Workshops and working with the event team every step of the way including decorating the tree on Decorator Day.
Our sponsors are the financial support for the Festival Trees and it is through their help that we have funds to create these trees. Regardless of the category of your sponsor, please thank them for supporting us in our work.
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Tree Designers
We have talked about our Tree Sponsors and how they fit into the overall picture of the Festival of Trees. Our Tree Designers play a different, yet equally important role in creating the beautiful works of art seen at Festivals for many years. Our Tree Designers are the driving force behind the theme development, planning, and execution of each tree seen at the Festival. They give of their time during the months leading up to the Festival, designing, shopping, soliciting donations, attending workshops, and maintaining communication with the events team to ensure smooth execution of the tree design on-site at the convention center in November. Tree Designers: Veteran and Newbie Many of our tree designers have worked with the Festival of Trees for a number of years. Some of these designers work with the same sponsor year after year, having developed relationships with sponsors over time. We are always looking for new Tree Designers interested in joining our team. Anyone interested in participating is welcome to contact Special Event Coordinator Hallie Gentry via email at [email protected] or by phone at 503-216-6634.
Mentor Process We have a limited number of Lead Tree Designer spots available each year. Due to the complicated nature of the tree design process as well as availability, interested designers will be mentored during their first year before taking on the full responsibility of a large tree on their own. We want to infuse teams with new ideas while preparing interested Designers for the responsibility of Lead Designer, and therefore this mentoring process is required for designers without prior experience with the Festival. Thank you to all of our Designers who give of their time to create such amazing Festival trees!
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Roles of the Lead Designer The Lead Tree Designer role is an extremely important one. In addition to serving as the main contact for the team with the Festival Event Staff, the Festival team relies on you to lead your team of designers to insure adherence to all rules set forth by the Festival, Oregon Convention Center and local government. Lead Designers will:
Act as the point of contact for the Festival Office
Submit all forms on time to the Festival Office
Select a theme for your tree and managing the shopping for product
Attend all required Festival workshops and meetings
Ensure all team members are registered Festival volunteers
Ensure each team member is well-informed and updated regarding any changes in
Festival policies
Submit all tree description information to Festival Office and proof final catalog description prior to due date
Manage the team’s solicitation of donations and purchasing of items for the tree,
including maintaining documentation of donations and original receipts from purchases
Verifying the Tree Accounting report is complete, accurate, and submitted with all
receipts by due date
Ensuring team representation (at least one person) at the following required times during Festival Week: o Tree Host at Gala (Thursday from 5pm – 7:30pm) o Tree Wrap-Up (Saturday at 6:30pm)
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Planning Your Tree: The Basics While tree decorating takes place on the Sunday and Monday of Festival Week, the planning process begins much earlier in the year – some design teams even begin shopping the after-Christmas sales to get good deals on product. It’s never too early to start planning!
Tree Options
The Festival Event Coordinator handles the ordering and delivery of the actual trees to the Convention Center for the event. Each design team has the option of the tree they would like.
Live Tree Options
Options include:
Natural Green – Painted a natural green
White and Flocked – Painted white and flocked from all sides. Significant flocking accumulation.
As the Snow Falls – Flocked lightly from the top only, so the tree looks like it was standing outside during snowfall.
All trees are 7’ – 8’ Plantation Nobles and are fire treated prior to their delivery to the event space. Each tree will have applied fire retardant and a tree stand. The tree stand measures approximately 36” square. When fully decorated, each tree has a 6’ to 7’ diameter at the base. Design teams are required to place their order for their tree with the Festival Event Coordinator by July 1st by completing their Initial Tree Order Form and submitting it to the Regional Special Events Office. A limited number of risers are available if you would like to make your tree taller.
Artificial Trees
Some groups ask to use NEW artificial trees in their space to achieve a certain look. Artificial trees must be cleared through the Festival Event Coordinator, and the design team MUST adhere to the weight restrictions included with the tree instructions to avoid overloading. All artificial trees must have their trunks and stands reinforced. If the trunk is hollow, you must insert a piece of PVC pipe inside the trunk. It should extend from the bottom of the tree stand to the top of the tree, or as far as possible. Rebar must also be attached on the outside of the tree trunk from the bottom of the tree stand to the top of the tree and secured with hose clamps in six to eight places. This will prevent the tree from bending at the top or breaking at the base during delivery. Rebar should not extend above the top of the tree. Sections or joints must be permanently joined together with hose clamps or zip ties and reinforced with duct tape. This will prevent tree sections from separating during delivery.
Space Options
All teams will be provided a 10’ x 10’ square to design their tree. Some designs require larger spaces, such as a 10’ x 20’ space. Larger spaces are limited and must be requested through and approved by the Festival Event Coordinator. Please remember that you cannot overflow your
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space. Chain and stanchions will be placed around your area after the Gala Auction and prior to the public show.
Inside Your Space
When you arrive to the Convention Center, your space will be marked with your tree number (tree numbers are assigned in October). Spaces are divided by drape, and include power access (2 plugs). The floor is bare concrete, and all design teams are required to provide a floor covering (more about this is included in the Building Your Tree Section on page 28).
Tree Design & Theme Your tree should convey a cohesive theme with color, concept, decorating, and gift items that all work together to form a unified and connected package. Successful design teams spend time brainstorming themes, working through different options, and seeking out a theme that can be well executed and polished. Lead designers are required to communicate with the Special Event Coordinator regarding their team’s theme and obtain approval before shopping for items. This checkpoint allows us to ensure a variety of themes in the room and helps us avoid duplicate or similar trees. The Festival Office reserves final authorization of theme development and individual items under your tree and will approve these for appropriateness.
Theme Ideas
The following tree theme ideas may be helpful as you plan your creation. A cohesive, well-planned tree theme translates into enthusiastic bidding, so craft yours carefully.
Children / Teens: Stuffed animals, Toys, Disney/Pixar movies, Story book characters, Zoo animals
Holiday: Nutcracker, Nativity, Snowmen, Reindeer, Santa Claus
Elegant: Color theme, Holiday theme, 12 Days of Christmas
Seasonal: Winter Wonderland, Natural
Religious: Nativity, Angels, Silent Night
Nationality/Cultural: Christmas in Germany, France, Spain, the Orient
Nostalgic and Classic Christmas: Homemade, Old Fashioned Holiday Children’s Memories
Sparkly baubles: Beads, Crystals, Twinkle lights, Glitter, etc.
Sports: Soccer, Basketball, Baseball, Football, Hockey, etc.
Outdoors: Summer Sports, Winter Sports, Lodge, Lake, Camping
Vehicles: Trains, Planes, Boats, Sports Cars, Motorcycles
Christmas in different climates: Tropical, Down Under, North Pole
Cultural: Art Museum, Ballet, Broadway, Theater, Circus, Music, etc.
Miscellaneous: Tool Time, Gourmet foods, Memorabilia, Nautical, Electronics/Computers, Gifts from the Garden, Tree of Learning, Visions of Chocolate
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Color
The colors used in your overall tree concept are important to attracting a buyer. Consistent top sellers include: red, gold, and silver. This isn’t to say that other colors will not sell. Be sure to keep color in mind as you are designing – and think about where the tree will ultimately end up after the Festival. (See Consider Your Perspective Buyer, below).
How the Trees Are Sold
The trees in the Festival are sold through a live auction at the Festival Gala Event. Guests bid on the trees they want by raising their bidder number for the auctioneer. Every auction requires at least two interested bidders and will be more successful when there are three or four active bidders. We want trees that appeal to a number of guests so that they try to outbid each other, and thus increase the selling price of the tree.
We also offer a Buy-It-Now option to our buyers. In Buy-It-Now, purchasers may buy the tree outright for a set price and remove it from the live auction. Buy-It-Now prices are set by the Special Events team and are based on the tree’s retail value as well as history of purchase based on theme, designer and sponsor. Remember, though creativity is welcomed and encouraged, the overall goal is to raise money for Providence. Keep this in mind as you plan your tree and work to design a tree that will appeal to more than one buyer.
Consider Your Prospective Buyer(s)
Our goal is to design trees that will sell – and for a high price – to support the beneficiaries of the Festival and support the Mission of Providence. Keep your buyer(s) in mind as you design your tree.
The Festival tree buyers are very diverse, but there are three buyer profiles that match most of our buyers in the room. Familiarize yourself with these profiles and try to target one with your design.
Individual Buyer
How many? 40% of purchasers
Looking for? Trees to decorate their home or the home of a family member
Want Trees with less emphasis on lots of things and more focus on a few high-end gifts and unique experiences, such as:
Travel to exotic places
Dinner for 8 prepared by a well-known chef
Private winery tours, etc. Individual buyers also love matching wreaths, 4’ trees, and centerpieces that go with their full-size tree.
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Don’t Want In general, these buyers have already acquired their home furnishings and are not impressed by inexpensive garden arbors, deck furniture, dozens of generic stuffed animals or overstuffed recliners.
Business Buyer
How many? 30% of purchasers
Looking for? Trees that will enhance the business office, lobby or showroom.
Want Trees with items or ornaments that can be given to key customers or employees. These buyers want a tree that will be interesting.
Don’t Want Something that appears over-the-top.
Charitable Buyer
How many? 30% of purchasers
Looking for? Trees to donate to their favorite nonprofit organizations, schools and/or hospital departments.
Want Their interests vary, but they want a tree that will have appeal to the group they are supporting, and will provide gifts for the children, seniors, or homeless families for whom they care deeply. Toys, coats, books are popular for these buyers.
Don’t Want They typically want a tree with lots of gifts to spread around, not fewer, more expensive pieces.
Of course, these are just examples of our buyers. By taking time to think about the interests of your prospective buyer, you will be more focused on meeting their desires and more effective in communicating the benefits of your tree that make it the perfect match for their holiday plans.
Variety is Key – Confirm Theme Early
Keep in mind that our goal is to fill the room with trees that target each type of buyer listed above. That means we cannot have 10 toy trees, or 10 trees full of books. Be sure to reach out to the Festival Event Coordinator soon with your theme idea to lock it in. The Festival Office reserves the right to ask a team to modify their theme to ensure a balanced room. Be sure to check with the office before you start shopping.
NOTE: As you are planning your design, remember that in some situations, the tree is
delivered to one location and all of the accompanying items are delivered somewhere else. MAKE SURE YOUR TREE CAN STAND ALONE AND LOOK FABULOUS.
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Purchasing Items for Your Tree Early purchasing is critical to economical tree creation. As a Festival Tree Designer, you will be able to take advantage of special discounts provided by several local businesses. We ask that you respect the terms and conditions of these arrangements so the Festival will continue to benefit from our generous supporters for many years to come. A list of participating vendors is included in your packet. As outlined in the Sponsor/Designer Relationship section, Package A Sponsorship Teams will receive advance funds to be used in the purchasing of items for the tree square. NOTE: Advance payments cannot be issued by the Festival Office until a sponsor pledge form is received from the design team’s sponsor AND the lead designer has submitted both signed Festival Designer Agreement as well as an Advance Form.
Tips for Purchasing
Utilize wholesale shopping resources as much as possible to save money (see vendor list included in your binder).
Shop early! The best items in the wholesale market are out as early as February and they run out. If you can, shop after-holiday sales.
Think of your tree in layers – find an awesome ornament that would really make a
statement? Instead of buying tons and spending a lot of money, buy 12-20 and make sure they are placed on the outside edges of the tree to really pop. Then fill in with inexpensive ornaments.
Avoid glass ornaments as much as possible. They break in transit, and we don’t want to
have to replace them for a disappointed buyer.
Don’t be afraid to be crafty – you can take an existing ornament and embellish it with some other pieces (thank heavens for glue guns) to really make it fit your theme. Be sure these items look polished and clean.
Have one person on your team lead the purchasing effort so that the theme stays
consistent. You don’t want to arrive to the Festival on Decorator Day to find that your décor items don’t match.
Aim to have between 2,000 and 2,500 lights (20-25 strands of 100-count lights). It is
better to have extra and return then have to run out in the middle of decorating.
Track your items as you go to make the Tree Accounting process easier. EVERY ITEM in the tree square must have a receipt or donation form to account for it.
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Tree Accounting It is important that we retain accurate records of every item incorporated into each tree square, and we rely on our Lead Designers to do so. This record shows an accurate fair market value of the tree and we are required to save this for tax purposes.
Completing the Tree Accounting process can feel overwhelming after you’ve just spent two days decorating your tree. We recommend recording your purchases as you go and clearly identifying items purchased on the each receipts 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 due on the last Decorator Day for input into the system. All original receipts must be turned in with the Tree Accounting Form, as well as any donation forms for items gifted to the Festival Design Team (see next section).
The Tree Accounting Report is available on our website or we can email it to you. Once you have saved the form on your home or office computer, you will be able to enter receipts and descriptions of items purchased whenever you like. Plus, you can go back to make changes anytime you need to and it will do the math for you! A hard copy has been provided for you in the back of this book. If you have questions, or are not sure how to record a purchase, please contact the Festival Event Coordinator.
Donations
Many Design Teams seek donations from the business community in the form of gifts, services and other materials to increase the value of their tree package and help stretch their advance money. This is perfectly acceptable, and a great way to acquire more items for your tree! Any item procured as a donation must be documented in a Donation Form in your Tree Accounting. Be sure to have extra donation forms on hand when soliciting and be sure to include your name and your tree on the donation form in order to avoid confusion later. Several tree groups often solicit the same businesses without knowing. While this may be unavoidable, please inform the Festival Event Coordinator about any significant donations you are requesting for so that we have a record of this ask.
NOTE: If you are interested in approaching a business, it is a good idea to ask the Festival
Office first before reaching out; a number of local businesses support the Festival with sponsorship money and we want to be careful not to overwhelm one company with too many asks.
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Cash Donations
If a donor would like to make a cash contribution to your tree, the check must be made payable to: Providence Child Center Foundation. Once the Foundation receives the check, we will advance you funds in that amount to make purchases for your tree. This ensures the donor can claim their gift as a charitable donation to Providence Festival of Trees.
Resources
The Festival Office will provide sample solicitation letters to aid in solicitation of donors to the Lead Designer. These letters will be sent electronically so they may be tailored for each request. Some donors like to speak with someone from the Festival Office to confirm legitimacy of an ask. If you come in contact with a donor who would like to speak with someone on staff, please have them call Hallie Gentry at 503-216-6634. She will happily speak with them and confirm your involvement.
Planning Your Solicitation Campaign
It can be tough to ask for donations. Here are a few tips to help you get started, and work through the process.
Get Organized. Make a list of all your prospects, past donors, friends, family and business contacts that can help your procurement efforts.
Set Goals. Make at least two contacts every week. Don’t wait until the last minute! Donors secured by October 1st will be listed in the printed insert in the Gala program.
Reach Out. Call, write and/or make contact with as many of your prospects as possible. Procurement is a numbers business… the more people you talk to the more items you will obtain. Ask everyone you talk to for a recommendation of somebody else that might donate to this year’s auction.
Talk up the event. Procurement can come from anywhere so talk about the festival everywhere. You will be amazed at how many people have never been asked to donate.
Be polite and professional. Our designers are an extension of the Festival Staff. Please conduct yourself in a courteous and respectful manner at all times, even if a group is not able to donate at this time.
Follow up. It usually takes more than one call to get an item. Be persistent! Every year good items miss the catalog deadline or never make it onto your tree because someone failed to follow up as promised.
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Ask for help. If you have done all you can to get an item from a prospect but need just a little extra push to finish your pitch, call for help. Talk to a member of the Festival committee or a staff member.
Meet the deadline. No exceptions. It is important to put the November 1st date on your calendar and in all correspondence to your prospective donors. All donors who support the Festival prior to November 1st will be listed in the printed insert at the Gala.
Hang in there. You will have times when you get a little behind or get turned down by an important prospect. Smile, take a deep breath and try again. Persistence, determination and a sense of humor are your most important support systems.
Say Thank You. Take time to write a personal note of thanks. One of the most important aspects of solicitation is saying thank you to donors for their unselfish and generous contribution.
Remember you are part of a very significant fundraising event and because of your efforts and hard work Providence Foundations will be able to continue the Providence Mission. Thank you for all of your work!
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Building Your Tree: Tree & Space Read the following sections CAREFULLY. Festival trees are built differently than trees at home.
Trees
The Festival Event Coordinator handles the ordering and delivery of the actual trees to the Convention Center for the event. Each design team has the option of the tree they would like.
Live Tree Options
Options include:
Natural Green – Painted a natural green
White and Flocked – Painted white and flocked from all sides. Significant flocking accumulation.
As the Snow Falls – Flocked lightly from the top only, so the tree looks like it was standing outside during snowfall.
All trees are 7’ – 8’ Plantation Nobles and are fire treated prior to their delivery to the event space. Each tree will have applied fire retardant and a tree stand. The tree stand measures approximately 36” square. When fully decorated, each tree has a 6’ to 7’ diameter at the base.
Artificial Trees
Some groups ask to use NEW artificial trees in their space to achieve a certain look. Artificial trees must be cleared through the Festival Event Coordinator, and the design team MUST adhere to the weight restrictions included with the tree instructions to avoid overloading. See page 20 for additional information.
Space
All teams will be provided a 10’ x 10’ square to design their tree. Some designs require larger spaces, such as a 10’ x 20’ space. Larger spaces are limited and must be requested through and approved by the Festival Event Coordinator. Please remember that you cannot overflow your space. Chain and stanchions will be placed around your area after the Gala Auction and prior to the public show. When you arrive to the Convention Center, your space will be marked with your tree number (tree numbers are assigned in October). Spaces are divided by drape, and include power access (2 plugs). The floor is bare concrete, and all design teams are required to provide a floor covering (more about this is included in the Building Your Tree Section on page 23).
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Essential Items to Buy and Bring
Designers are required to come prepared with power cords, extension cords, power strips, tree skirts, floor covering, and tree lights in addition to decorations and items for their tree square. There are some specifications for these required items, explained here:
Power Strips and Extension Cords
Two electrical outlets will be provided for each tree square. Please do not take power outlets or cords from other spaces. You will need at least 2 power cords and 2 power strips with circuit breaker incorporated to power all of your lights. NOTE: Not all power strips with surge protectors meet this requirement; make sure a circuit breaker is included Important to Remember
1 to 2 power strips will need to be mounted in the tree for plugging in light strands, etc.
Do not use wire to attach the power strip to the tree – use green electrical tape or zip ties only
Each plug on the power strip can accommodate up to 3 light strands strung together – DO NOT string more than three together.
DO NOT daisy chain power strips together; these must plug independently into the power source.
The additional power strip will connect the tree to the electrical source provided by the Convention Center.
Tree Skirt and Floor Covering
Designers are required to furnish a tree skirt or other covering material for the base of their tree. Remember, once the Festival is over, the trees will be delivered to buyers homes, businesses, and other locations around town. We do not want the stand to be exposed when the tree is displayed outside of the Convention Center! The surrounding bare floor space must be covered with a material that can tolerate being stepped on. This can be as simple as a piece of fabric or an elaborate rug. All of the bare floor in each tree square should be covered. Please use materials and designs that are easy to move and consider the delivery process when making your selection. Artificial Snow must be made of fire retardant material; please keep the packaging for proof and turn it in at the Decorator Check In area in case the Fire Marshal requests to see it.
TIP: Try to think economically when planning your floor covering. Carpet companies often have
inexpensive remnant scraps of 10’ x 10’. You may want to even opt for 9.5’ x 9.’5 to allow for cord runs along the back edges of the square.
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Lighting Your Tree
Your tree must be completely lit from top to bottom, 360 degrees around, regardless of what is showing at the Festival. Just imagine your tree on display in a lobby, hospital or beautiful foyer after it is purchased. Festival trees cannot “have a back”. Provide a minimum of 20 new 100-light strings (UL-approved) – approximately two (2-3) strings per foot of tree. You must leave all tags on your lights for insurance purposes, but you can roll them up and secure with Scotch tape if need be. Some decorators use as many as 30 strands of lights. If you have any concerns, please check with the Trees Group Co-Chair before finalizing your design.
Tips on Buying Lights
Don’t be afraid to mix and match light types
Unique lights sell out fast – buy early
Trees 2’ and under (and other décor items) should use battery-powered lights o These sell fast – buy early o Walgreens is a great source for these
Solid color lights are available at different times of year o August through September: whites, oranges, purples, blacks o September through December: multi, reds, greens, blues, whites
Buy extra lights, just in case, and make it easy to return them if you don’t need them. o Buy 20-25 strands of 100 on one receipt and then buy 5 more on a separate
receipt so you can return them easily.
It’s a good idea to buy a couple of 25 or 50-bulb strands to use near the top of the tree
REMEMBER: The ornaments on your tree will block light. You need to have twice as much light as you would need if you were not going to put any ornaments on.
TIP: After purchasing lights, be sure to test all light strands prior to Decorator Days.
How to Install Lights
When installing the lights, do so in sections.
Drop the plug-in end of the first strand to about 18 inches down the center of the tree; begin weaving the lights from trunk to tip.
Work in 12” – 18 “ sections, wrapping the strand around each branch while weaving in and out, in and out rather than trying to wrap lights 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.
Some designers light from the inside out to create texture – to do this, use larger lights inside and your smaller lights on the tips.
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Be sure to save your extra light bulbs – just in case!
SQUINT TRICK: After lighting your tree, step back and look at it with squinted eyes. This will help you see the areas where you need more light.
Important to Remember
Do not use old lights – Use only New UL approved lights.
Do not mix LED lights and incandescent lights. Because incandescent lights draw so much more power than LED strings it is likely that the incandescent lights will blow the fuse in the LED string.
Do not plug more than 3 strands of lights together
Large outdoor lights are prohibited
Use white light strands for flocked trees, green light strands for natural green trees
Do not cluster lights together or use light covers without prior testing and prior approval from the Festival Office.
Any testing of clustered lights must be for a continuous period of at least 48 hours with regular checking for temperature concerns.
Clustered lights and/or light covers rarely ignite but they can create heat sufficient to start a fire. Manufactures do not think like tree decorators, so the safety listing on boxes is for normal home use only.
Use lights that are independent of one another so if one burns out the others stay on.
It is highly recommended that you bring extra light strands and you test the lights once they are on the tree. You don’t want to get your tree fully decorated only to discover that half your lights are not working.
Decorating the Tree and Display Items
Securing Decorations to the Tree
Your beautiful tree will be picked up and moved at least three times. That being said, it is required that all decorations, lights, etc. be wired to the tree with florist wire or pipe cleaners to prevent damage and to help ensure your tree arrives to its final destination looking as it did Gala Night.
HINT: A 4” piece of floral wire, zip tie or pipe cleaner is
needed to tie an average ornament to the branch of the tree. Wrap firmly and tightly, using two twists. Remember to use the same color wire as the color of your tree, i.e. green tree = green wire; flocked tree = white wire. All ornaments with an inserted or slip-on hanging attachment must be glued where the two pieces meet so the ornament cannot slip off its hanger.
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All display items must be NEW merchandise. All wrapped boxes will be delivered with the tree, both those containing gifts & wrapped empty boxes being used for decor. Please save all original boxes for gift items to be delivered with the tree, including molded Styrofoam packaging; enclose owner/operator manuals and warranties, etc. along with the items in their original box.
All items placed inside the tree square WILL BE SOLD with the tree. Do not place anything under the tree that you expect to have returned such as CD/DVD Players, spotlights, pictures, tree skirts, carpeting, easels, etc.
Tree Toppers
Tree toppers help set the theme and draw people to your tree. Make it fabulous! There are a lot of opportunities for creativity when it comes to tree toppers, but please remember: ALL TOPPERS THAT INCREASE THE HEIGHT OF THE TREE PAST 8’ OR INHIBIT DELIVERY AT ALL MUST BE REMOVABLE.
Most ceilings are 10’ tall, and anything above 8’ becomes a challenge for delivery. We don’t want our buyers receiving something broken or bent. Removable toppers must be removed at Tree Wrap Up, boxed separately and included for delivery with instructions for the buyer to reinstall. Remember: Any item made of natural fibers placed on the tree or directly under the tree including the topper and wooden dowels used to attach toppers needs to be fire treated. Refer to the fire retardant
information section for more information.
TIP: Styrofoam rings work well as a base for your tree topper; build it on the base and then
install onto the top of the tree. This will make it easy to remove and box too!
GLASS ORNAMENTS Fragile glass ornaments should be used cautiously. They break when the tree is
moved! If you choose to use glass or other fragile ornaments, it is your
responsibility to remove, pack and redecorate (if requested) the tree with
these ornaments once it has been moved to its final destination.
Best Glue for the Job Shells or Wood – Beacon 527
Vinyl – Loctite Flexible Adhesive Rhinestones – Quick Grip
Glass to Plastic – Weld Bond Glitter – Martha Stewart Glitter Glue
Acid Free (Paper) – PVA Archival Top Coat Sealer – Mod Podge
Floral – Floral Bond Fabric - TAC
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Items to Avoid or Consider
Big Pieces
Large vignettes, backdrops or set pieces make a beautiful display but may not add value for the buyer. Keep in mind that the trees eventually will be placed in private homes or businesses where space constraints and the logistics of moving and storing large “displays” may limit interest in bidding on your tree. Check with the Tree Group Co-Chair or Tree Decorator Day Chair in advance for suggestions.
Everything Must Go
All items on display in the tree square are considered part of the auction and must go with the tree package once sold. Rented Props are strictly prohibited!
Plan for Wrap-Up
At the end of the event, representatives from the Design team return to Wrap-Up the tree: this means packing up all of the items accompanying the tree into boxes for transport. SAVE original boxes as you go along to make this process easy!
NICE IDEA: Some groups have even used a bit of their budget to purchase a few Rubbermaid bins to go with the tree so the buyer has storage after the holidays for all of their new items. Nice!
Signage
Many Decorators have developed innovative methods to present the theme of their tree, describe gifts, and provide recognition for their donors. Oversize package tags, professional signage and display boards have all been used to thank a donor or promote a hidden treasure. Even a memorable scrapbook of your tree and its contents would make a wonderful gift long after the holidays. Think like a buyer – they want to know about the valuable and unique pieces of your tree. List them! NOTE: The Festival office will supply a sign that will be displayed next to your tree, listing your tree number, title, sponsor, designer and team. Additional signage is the responsibility of each Design Team.
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Fire Retardant Information Each Festival tree is destined to be placed in a home, business or non-profit organization for the holidays. To make the trees as safe as possible, they are specially treated with a long-lasting fire retardant product and marked with a tag that indicates the process. Do not remove Fire Retardant tags from trees! Fire retardant products are designed to stop items from catching fire or cause them to stop burning when the heat source is removed after 5 seconds of exposure.
The Portland Fire Bureau inspects every tree and display for compliance with the fire code. Although the Fire Bureau does not require that all items be treated, items that do not meet fire code must be removed from the event. Many of the decorations and display items purchased for trees may already be fire retardant, however, some may not. Prepare by doing the following:
Do not use the following items in your trees or displays: certain forms of eucalyptus, hay, straw, plastic ribbons, latex coated greenery, and some preserved greenery. o These items are usually highly flammable and resistant to fire retardant treatment. o When tested with a lighter for five seconds these items become enflamed or drop
burning debris and are likely to continue burning after the lighter is removed.
Any item made of natural fibers needs to be treated. Anything made of cotton, paper, raffia, etc. must be treated before placed on the tree or directly under the tree. Items made of non-natural fibers (like polyester) are ok – these items melt instead of burning when exposed to flame.
Use only approved fire retardant products. Items must be treated in advance of the Festival. Items treated on-site will be rejected by the Fire Marshal. Sources:
ABC Fire Extinguisher 3201 SE 50th Avenue Portland, OR 97217 503-772-1643
American Fire Protection, Co. 512 SE 9th Portland, OR 97214 503-234-9011
Flame Seal Products, Inc. 4025 Willowbend Blvd Huston, TX 77025 713-668-4291 www.flameseal.com www.homefiresafetykit.com
Miller Paint Stores Rodda Paint Stores Joann Fabric Stores
Stagecraft Industries, Inc. 5051 N Lagoon Ave Portland, OR 97217 503-286-1600
United Fire & Safety 4611 NE MLK Jr. Blvd Portland, OR 503-249-0771
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Painting with Aerosol Cans, Adhesive Sprays, etc. is prohibited onsite at the Convention Center. Please make sure your entire display is complete and ready to be setup before moving it to the hall. Small touch ups with a paint brush are acceptable.
Not sure if something needs to be treated? TEST IT! You can test items to see if they would require fire retardant treatment at home by taking a small sample and holding it to flame.
o TEST IN A SAFE AREA, AWAY FROM FLAMIBLE MATERIALS. Prepare for test by finding a safe area with water nearby.
o If it burns, it needs to be treated. If it melts, it does not. o If you are not comfortable testing something, contact the Festival Events Office
for help and guidance. o The Festival is in no way liable for anything that happens during a flame test.
Additional Equipment Needed by Designers In addition to the required items (for your tree) that are listed in the above sections, you will need tools and supplies to decorate your tree. Please note that the Festival and the Convention Center will not provide or loan these items. You are responsible for bringing what you will need.
Here are items we recommend:
Ladder or stepping stool to decorate the top of your tree Broom or handy vac for cleanup Floral wire or pipe cleaners to attach ornaments and lights Pliers and wire cutters with side cuts Scissors and Tape – floral, masking, etc First Aid Kit with Band-Aids for minor cuts and scratches Boxes for decorations or items displayed under the tree Glue guns, extension cords, glue sticks Wrapping paper, ribbons & supplies as needed for your
design
Decorator Tool Box Don’t forget anything!
Floral Wire First Aid Kit Glue Guns/Sticks
Pipe Cleaners Extension Cords Tape (floral/other)
Wire Cutters Boxes Safety Pins
Scissors Broom Ladder
Pliers Portable Vacuum Stepping Stool
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Registering Your Team
It is the Lead Designer’s responsibility to make sure each member of the team is registered as a Festival volunteer for Decorator Day. For safety and security reasons only registered designers, volunteers, and vendors will be admitted into the Oregon Convention Center. The Lead Decorator will also coordinate with members of your team to fill the following roles and register those individuals with the Festival Office by filling out the Team Division of Roles Form:
1. Gala Tree Host 2. Wrap-up night Representative 3. Tree Angel
Gala Tree Host
Every tree must be individually hosted at the Gala. This person’s role is to interact with potential buyers, explaining key items included with the tree and any special items that make it unique. YOU are the expert of your tree – YOU are the best person to brag about it.
The Gala is a fun, exciting, magical evening. It is the formal “black tie” dinner party at which all of the trees are auctioned. Gala night is the night when your tree needs to be represented by someone who knows the most about your tree. Dinner is provided in the volunteer room for all tree hosts starting at 4:00pm. Hosting takes place from 5pm to 7:30pm.
How Many People Can Host my Tree?
We ask that only one person host each tree. If for some reason you need to have a second person to assist you in hosting your tree, please contact the Trees Group Co-Chair/Tree Decorator Day Chair immediately so we may make adjustments in other volunteer areas.
What Will Happen if I Cannot Host my Tree at the Gala?
If you are unable to host your tree on Gala night, we encourage you to find someone who can fulfill these duties with commitment and enthusiasm. Tell this person everything about your tree so that he/she is comfortable answering questions. Make sure your replacement host gets registered with our office as soon as possible.
Wrap-Up Team
Wrap-Up takes place at the closing of the public show on Saturday evening and involves packing and labeling the tree and everything that goes with it for delivery. Wrap-Up is incredibly important because this is the time we prepare the items for receipt by the buyer. Trees that are packed and labeled well will arrive to the buyer in good condition, resulting in a great experience for the buyer.
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It is very important that members of the Tree Decorating Team who know the tree best return to pack everything up. This will ensure that your tree and all of its gifts arrive at the purchaser’s designated location in the best possible condition. If you chose to use glass or other fragile ornaments, it is your responsibility to remove, pack and redecorate (if requested) the tree with these ornaments once it has been moved to its final destination. We recommend that when you remove the ornaments from the tree that you mark the spot of each ornament on the tree by tying a brightly colored ribbon around the tree branch. This makes redecorating the tree later much easier. Items that have a stored original box will be re-boxed. The tree itself will be bagged, using the large plastic bag that was placed at its base upon initial setup. Dinner is provided, and this is the chance we have to celebrate our accomplishments as a team! If a team of 3 returns, the wrap-up process should only take 30-45 minutes.
Tree Angel
The Tree Angel will assist with set up of the tree and surrounding items at the home or business where it is delivered in order to recreate, as much as possible, the Festival-site presentation on Gala Night.
Angeling your tree is one of the most important aspects of designing a tree for Festival. Many of the Festival’s Designers make this a part of their plans each year, looking forward to the opportunity to meet the purchaser of their creation, bring completion, and see the tree successfully placed in its holiday home.
On the Saturday after the auction, please be accessible by telephone to be notified of the purchaser and the designated delivery location. A Festival representative will also advise the Tree Angels of expected tree delivery times and other scheduling issues that would affect the best timing for Angeling.
Please remember to notify the Tree Angels Chair when your Angel visit is completed. Evaluate the process and share any suggestions you may have in order for us to continually improve the process. Tree Angeling is optional, and not all buyers request the help of an Angel. However, the best person to angel a tree is one of those who helped build it! We appreciate your help in creating a seamless transition of the tree for our buyer as well as a great experience that will keep them coming back.
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Decorator Days: What to Expect See the Festival of Trees Event Week Schedule. The Festival space will not be ready for Decorators until 2:00pm on Sunday.
Sunday: 2:00pm – 7:00pm for Load-in and Lighting Monday: 8:00am – 9:00pm for Main Decorating Please respect the times allotted and complete your tree within these times.
Decorator Days are fun but very crowded. Please make every effort to respect the space of your fellow Decorators and to be mindful of the aisles.
Parking Parking will be provided for Decorators only on Decorators Days. Decorators are responsible for their own parking expense during any other day at the Convention Center.
Check – In When you arrive, go directly to the Decorator’s Check-In Desk.
You will receive:
Name Badge – must be visible while inside the Festival Hall Tree I.D. Tag – states tree location number, Title of Tree, and Lead Decorator’s name.
Place this tag on the backside of your tree at mid-level. Gift Certificate Envelope - to use for Gift Certificates, Warranties and other instructions
that go to the buyer of your tree. Turn all of your paperwork, donations, gift certificates, etc. in upon arrival.
Large Plastic Bags & Labeled Tags - for boxes that must be kept for the purchaser. See Checking Out section for details.
Tree Bag for Delivery - at your tree location you will find a large plastic bag provided by the Festival, which must remain placed under your tree and tree stand. This is the bag that will be pulled up over your tree and tightly fastened for delivery.
Check – Out When you are finished with your tree you will need to checkout at the Decorator Desk to make sure we have all your accounting paperwork complete and your tree is ready to be auctioned off. The Decorator Day Chair will accompany the Lead Designer to the tree square and go over the Tree Check-Out Check List and perform the Shake Test before the team is dismissed. Storage Bags and Tags All storage bags must be tagged & labeled with your tree information - Tree #, Title, Sponsor, & Lead Designer’s name. Please bag all boxes that will be needed for Wrap-Up Night. This includes boxes that will be used for re-packing gifts, appliances, electrical items, and anything fragile that is not affixed to the tree and must be transported with the tree. Also bag any original
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ornament boxes that should be delivered with the tree. Please turn labeled bags in at the Decorator Check-In Desk before leaving. Unneeded Empty Boxes Please help us be good stewards of the environment by bringing your unneeded empty boxes to the designated pickup area. We will reuse these boxes for tree wrap up and delivery of your tree and the items with it to the buyer.
Review Gala Catalog Description Text Please make sure you have reviewed the description of your tree printed in the Gala Catalog and complete the Auctioneer Update form.
Proofread Festival Sign Please make sure you proofread your tree sign proof sheet upon check-in and again before you leave to make sure any corrections needed are documented. Paperwork, Gift Certificates and small high value items 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. We create a special gift bag for each tree buyer that contains everything they need to know about their purchase.
Sometimes tree designers include items in their tree package that are a) of high value,
b) difficult to display (gift certificates, etc…),
c) attractive to the public and of high risk for theft.
To protect these items we ask that you make sure these types of items are locked up in our secure rolling cage at all times, except when on display for photos, during VIP Preview and during the cocktail hour of Gala night. It is the Lead Designer’s responsibility to make sure these items are moved to the cage at the appropriate times. Items that are stolen from a tree square must be replaced. Below are the instructions if you have anything as part of your tree package that needs to be stored outside of the tree square. These items might include high value items, gift cards, small items like jewelry, warranties or instruction manuals that should accompany gifts like electronics. During Decorator set up:
Take items to the Decorator Check-In area and present item(s) to the check-in chair.
The check-in chair will place items in a plastic bin, label the bin with your tree square
number and place the bin in the locking cage.
When Decorator Check-In is complete the cage is returned to a secure location by the
decorator check-in chair.
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On Gala night:
If there are items the lead designer or someone designated by the lead designer would
like to display in their tree square or on a model during the Gala event, send one
representative from your decorator team to find the Festival Coordinator and they will
get the item from the cage and sign it out to you.
At the end of the night the lead designer or someone designated by the lead designer
needs to either return the item and sign it back into the cage or note on the sign out
sheet that the buyer took the item home with them.
During Wrap-up
It is the Festival coordinator’s responsibility to check the cage for any items that need to
be sent with the tree to the buyer and to insure that the items get loaded into the truck
with the tree.
Decorator Check-out Checklist ____ Make sure Fire Marshal tag on tree is visible ____ Review Gala Catalog Text
____ Turn in Auctioneer Update
____ Turn in Tree Accounting Report ____ Turn in all receipts, gift certificates, donation forms ____ Label and tag all storage bags ____ Proofread Tree Sign ____ Take empty unneeded boxes to designated area for reuse during delivery ____ Check out with Decorator Day Chair and initial completed Tree Check-Out Check-List
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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. Providence Child Center Foundation is a non-profit 501(c) 3 organization. Federal Tax ID # 93-0800140. If you have questions, contact the Festival of Trees Coordinator by phone or email. 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.) Volunteer service or other 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. Providence Child Center Foundation meets this requirement. Examples of the types of expenditures that volunteers may deduct on their tax return include, but are not limited to:
Bus and cab transportation expenses
Parking costs and toll fees
The cost and expense of upkeep of special uniforms
Telephone bills
Supplies purchased to perform volunteer duties
Automobile mileage and expenses for gas and oil
Dues, fees, or assessments made to a qualified organization
Non-cash contributions (clothing, books, household items, etc.)
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FORMS
Decorator Agreement The Decorator Agreement must be signed and returned to our office as soon as possible.
Advance Agreement The Advance Agreement must be signed and returned to our office as soon as possible in order to receive funds. A signed Decorator Agreement must be on file prior to disbursement of any funds.
Donation Form All Donation Forms are due on or before November 13 if you would like your donors acknowledged in the insert of the Gala Auction Catalog.
Initial Tree Proposal and Order Request 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. Due July 24th.
October Catalog Update This form is due by September 27th for catalog publication. Many buyers determine their 0interest in a tree by reading the preview catalog description; therefore it is very important to have everything included in the update in order to attract potential buyers to your tree.
Auctioneer Update Form This form is due on Decorator Days. The Auctioneer Update form will be used by the auctioneer to describe the unique points of your tree to the auction audience. There may have been changes to your tree or tree package since you turned in your Catalog Update Form. There may also be things included with your tree that are not necessarily visible but could significantly impact the decision of a potential buyer or the value of your tree.
Tree Accounting Report This form is due by noon on Tuesday of Festival Week. For IRS purposes a Tree Accounting Report must be completed for every tree. Decorators who received Advances must also complete the Advance Accounting section.
Advance funds that are not spent must be repaid prior to the auction. Donation forms are required for all donations listed on the tree accounting report.
Tree Check-Out Check List The Lead Decorator must go through the check out process with the Decorator Day Chair and initial the check list before leaving the Convention Center on Monday.
Updated 4/17/19
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PROVIDENCE HEALTH & SERVICES
Our Mission: As expressions of God’s healing love, witnessed through the
ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.
Our Core Values:
Dignity * Compassion * Justice * Excellence * Integrity
PROVIDENCE FOUNDATIONS OF OREGON
Our Mission: We inspire generosity by connecting people with Providence to
advance research, health care and wellness.
Our Core Values:
Compassion * Community * Excellence * Conviction
All contributions gratefully accepted by Providence Portland Medical Foundation, a non-profit 501(c) (3) organization, Federal Tax ID #93-0800140