2015 TREE DESIGNER HANDBOOK

Transcription

1 2015 TREE DESIGNER HANDBOOK Providence Festival of Trees 3975 SW Mercantile Drive, Suite 205 Portland, OR phone fax

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3 Table of Contents TABLE OF CONTENTS... 3 IMPORTANT DATES & DEADLINES... 7 IMPORTANT CONTACT INFORMATION... 9 FESTIVAL 2014: DESIGNER WEEK AT A GLANCE FESTIVAL OF TREES: QUICK OVERVIEW Where It All Began Festival Week Events Festival By the Numbers FESTIVAL BENEFICIARIES THE SPONSOR & DESIGNER RELATIONSHIP Tree Sponsors Different Relationships Tree Designers ROLES OF THE LEAD DESIGNER PLANNING YOUR TREE: THE BASICS Tree Options Live Tree Options Artificial Trees Space Options Inside Your Space TREE DESIGN & THEME Theme Ideas Color How the Trees Are Sold Consider Your Prospective Buyer(s) Individual Buyer Business Buyer Charitable Buyer Variety is Key Confirm Theme Early PURCHASING ITEMS FOR YOUR TREE Tips for Purchasing TREE ACCOUNTING DONATIONS Cash Donations

4 Resources Planning Your Solicitation Campaign BUILDING YOUR TREE: TREE & SPACE Trees Live Tree Options Artificial Trees Space ESSENTIAL ITEMS TO BUY AND BRING Power Strips and Extension Cords Tree Skirt and Floor Covering LIGHTING YOUR TREE Tips on Buying Lights How to Install Lights Important to Remember DECORATING THE TREE AND DISPLAY ITEMS Securing Decorations to the Tree Tree Toppers Items to Avoid or Consider Big Pieces Everything Must Go Plan for Wrap-Up Signage FIRE RETARDANT INFORMATION ADDITIONAL EQUIPMENT NEEDED BY DESIGNERS REGISTERING YOUR TEAM Gala Tree Host How Many People Can Host my Tree? What Will Happen if I Cannot Host my Tree at the Gala? Wrap-Up Team Tree Angel DECORATOR DAYS: WHAT TO EXPECT TAX DEDUCTION INFORMATION FORMS

5 Dear 2015 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 office cell Hallie.Gentry@providence.org 5

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7 Important Dates & Deadlines DESIGNER WORKSHOPS Mandatory for Lead Designers Designer Workshop 1 9am-noon (Almost) New Designers 1-4pm Advanced Designers Designer Workshop 2 9am-noon (Almost) New Designers 1-4pm Advanced Designers Designer Consultation 9am 4pm Morning: Handbooks, How to Host & How to Merchandise Your Tree Afternoon: Hands-on Tips & Tricks Morning: Handbooks, How to Host & How to Merchandise Your Tree Afternoon: Hands-on Tips & Tricks Lead designers will sign up for 15-minute check-in during this time. Design consultation resources also available. TOPICS DATE LOCATION April 11 th Saturday August 15 th Saturday September 12 th Saturday Providence Mercantile Conference Room Lake Oswego, OR Providence Child Center Conference Room Portland, OR Providence Mercantile Conference Room Lake Oswego, OR FORM DEADLINES Sponsor Pledge Form Money cannot be issued to designers without signed pledge Designer Agreement Form Designer Advance Form No funds may be issued before form received Initial Tree Order Form Tree Worksheet Team Division of Roles Catalog Description Form Donation Forms Due Forms received after this date may inhibit our ability to recognize a donor in the catalog insert Tree Check-Out Check-List Tree Accounting Report Due by 12:00pm On-going, July 1 st At commitment ASAP July 1 st September 15 th September 15 th October 1 st November 1 st November 30 th December 1 st DONE 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. 7

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9 Important Contact Information WHO ROLE INFO Hallie Gentry Special Events Coordinator office cell Sandy Miller Trees Group Co-Chair cell home Shelly Hamann Trees Group Co-Chair cell Debbi Johnson Tree Decorator Day Chair cell home Cheri Baber Tree Angels Chair office cell Aleta Johnston Tree Accounting Chair office Sam Hull Merchandizing & Tree Planning Coach cell Patsy Cobb Silent Auction Chair x 5800 office cell Katie Colhoff Special Events Director katie.colhoff@providence.org office cell Andy McIntosh Special Events Assistant kevin.mcintosh@providence.org office cell Festival of Trees Website: Festival of Trees Facebook: 9

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11 Festival 2014: Designer Week at a Glance Oregon Convention Center Halls A & A1 TREE MOVE IN First day of Design Teams in the hall 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 5:00pm with all items inside their tree square Required for Design Team Optional, but recommended TIME 2:00pm 7:00pm ONLY DATE SUNDAY November 29 th DECORATING DAY Coffee, Lunch, and Dinner Provided Full day of decorating and tree set All trees must be completed by 9:00pm and must CHECK OUT before leaving the hall All trees must have: o Removable topper o Tree skirt o Ornaments wired into tree Items load in through North Dock Parking available in the I-5 lot all day Be sure to confirm tree sign information at Designer Check-In and verify all forms are in Required 8:00am 9:00pm MONDAY November 30 th Tree Accounting DUE BY NOON Can submit on Monday if preferred VIP Preview Tree Hosting Optional Gala Auction Tree Hosting Dinner Provided in Volunteer Room Public Show (9:00am 5:00pm, optional) Tree Wrap Up Dinner Provided in Hall Tree Delivery & Tree Angels Optional to be an angel Required Optional Required Required Optional 8:00am 12:00pm 5:00pm 7:00pm Host 4:00pm Dinner 5:15pm 7:15pm Host 6:30pm Dinner 7:00pm Wrap-Up 8:00am 5:00pm TUESDAY December 1 st WEDNESDAY December 2 nd THURSDAY December 3 rd SATURDAY December 5 th SUNDAY & MONDAY December 6 th & 7 th 11

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13 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. Year after year, the devotion to Festival of Trees grew, sponsors stepped up by the hundreds and funds were raised for projects such as kidney dialysis; nurse navigators and counselors for cancer patients; medication assistance for those without resources; medical research; and much more. 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 $12 million in its 30+ years of operation. Funds benefit programs and services that support the most vulnerable throughout the Portland Metro area. 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. 13

14 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 5:30pm 9:30pm Ticketed individuals and sponsors. Approximately 750 guests Tickets $175 each Friday Public Show Photos with Santa, Teddy Bear Hospital, and lots of other great activities! 10:30am 1:30pm General public, friends of the Festival, and community partners Admission $6.00 Saturday Public Show Photos with Santa, Teddy Bear Hospital, and lots of other great activities! 9:00am 5:00pm General public Admission $6.00 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 $12 million for the most vulnerable in our community. 14

15 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 Health & Services is a leader in children's health care. Recognized in our community for providing extraordinary care to children and their families, Providence cares for tens of thousands of children each year in Oregon. One-quarter of all Oregon children that s more than 11,000 babies a year begin their lives in a Providence hospital. Providence cares for more than 32,000 children each year in our Portland area emergency rooms, including nearly 15,000 children in our children's emergency room at Providence St. Vincent Medical Center. In this dedicated children's emergency room, we are equipped, staffed and designed to care for children of all ages - from newborns to toddlers to teenagers - 24 hours a day. All contributions to Providence Festival of Trees are received by and acknowledged through the Providence Portland Medical Foundation, a non-profit 501(c) (3) organization and are tax deductible to the extent allowed by law. Federal Tax I.D. # For additional information regarding ways to support the Festival s beneficiaries please contact the Providence Medical Foundations Office of Special Events at

16 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 $2,500. 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 $2,500. $750 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 $1,750 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 21). Package B Sponsors In Package B Sponsorships, the sponsor pays $750 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 21). Trees vary in retail value, but all must have a value of at least $2,500 regardless of sponsorship package. 16

17 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. 17

18 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 at hallie.gentry@providence.org or by phone at 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! 18

19 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 original 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 5:30pm 7:30pm) o Tree Wrap-Up (Saturday at 6:30pm) 19

20 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 1 st 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 20

21 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 23). 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, wellplanned 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 21

22 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, next page). 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. How many? Looking for? Want Individual Buyer 40% of purchasers Trees to decorate their home or the home of a family member 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 at an exclusive location or 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. You may include these in your square or talk to the Silent Auction Chair about building them for 22

23 the silent auction. 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. How many? Looking for? Want Don t Want Business Buyer 30% of purchasers Trees that will enhance the business office, lobby or showroom. Trees with items or ornaments that can be given to key customers or employees. These buyers want a tree that will be interesting. Something that appears over-the-top. How many? Looking for? Want Don t Want Charitable Buyer 30% of purchasers Trees to donate to their favorite nonprofit organizations, schools and/or hospital departments. 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. 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. 23

24 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 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 1,800 and 2,500 lights (18-25 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. 24

25 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 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. 25

26 Cash Donations If a donor would like to make a cash contribution to your tree, the check must be made payable to: Providence Portland Medical 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. The Festival Office will also provide the Lead Designer with Festival Business Cards that he or she may give to a prospective donor to show connection to the Festival. 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 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 1 st 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. 26

27 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. 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 1 st date on your calendar and in all correspondence to your prospective donors. All donors who support the Festival prior to November 1 st 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! 27

28 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. Design teams are required to place their order for their tree with the Festival Event Coordinator by July 1 st by completing their Initial Tree Order Form and submitting it to the Regional Special Events Office. Artificial Trees Some groups ask to use 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. In addition the design team must reinforce the base and trunk of the tree with rebar. The Festival Event Coordinator can provide instructions on how to reinforce the tree. 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). 28

29 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 with (2) 9 extension cords will be provided for each tree square. Please do not take power cords from other spaces. You will need at least 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 event opt for 9.5 x 9. 5 to allow for cord runs along the back edges of the square. 29

30 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 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 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. 30

31 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 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. 31

32 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: 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. ALL TOPPERS THAT INCREASE THE HEIGHT OF THE TREE PAST 8 OR INHIBIT DELIVERY AT ALL MUST BE REMOVABLE. 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 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! 32

33 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. 33

34 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 50 th Avenue Portland, OR Miller Paint Stores Rodda Paint Stores Joann Fabric Stores American Fire Protection, Co. 512 SE 9 th Portland, OR Stagecraft Industries, Inc N Lagoon Ave Portland, OR Flame Seal Products, Inc Willowbend Blvd Huston, TX United Fire & Safety 4611 NE MLK Jr. Blvd Portland, OR

35 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 35