Table Captain Guide

2014
Table Captain Guide
DO SOMETHING
EXTRAORDINARY.
YOUR COMMUNITY
IS WAITING.
January 2014
To our YWCA Table Captains,
When you join our YWCA as a table captain—you help us do something extraordinary!
Each year, we bring together 4,000 of our closest friends to the YWCA Luncheons to help
more than 51,000 women, men and children in our community. Just think, by hosting
a table, your impact spreads like ripples across our community.
This year, our Luncheons are going to ask us all to be extraordinary. Together, we can be.
Together, we will help thousands of women and families in our community. Together, we
will help create the world we want to live in.
Whether this is your first year or your 20th year as a table captain, you are absolutely
essential in our YWCA’s work. And thanks to you, when we gather together this spring,
we will surely do something remarkable—together.
We hope this packet of information supports you in your role as a table captain.
And remember, should you have any questions; we are both available to you as is the
staff of the YWCA at luncheon@ywcaworks.org or 206.490.4378.
Thank you for choosing the YWCA and for making a difference.
With sincere thanks,
Barbara Morgan
YWCA Board of Directors
2014 Inspire Luncheons Co-chair
Sandra E. Madrid, PhD
YWCA Board of Directors
2014 Inspire Luncheons Co-chair
1118 Fifth Avenue, Seattle, WA 98101 • 206.490.4378 • ywcaworks.org
Eastside
Deborah Roberts
Thursday, March 4, 2014
Meydenbauer Center
in Bellevue
Seattle
Viola Davis
Tuesday, March 25, 2014
Washington State
Convention Center in Seattle
Event checklist
3 weeks before
□G
uest lists are due! Submit your guest names,
email and mailing addresses online, or via email
or fax, 206.490.4385, by the following deadlines:
□C
reate your guest list: family, friends, colleagues,
neighbors, book club members, etc.
□ S tart inviting guests using our e-invite and add your
personal touch (we will send you an e-invite template
in January).
□ S ubmit your guest list early. Even partially completed
1–2 months before
□ T he YWCA will email your guests a confirmation
notice once we have them registered (but remember,
we must have their email address to send it).
1 week before
Your guests will receive a reminder postcard in the mail,
including: the event date, location and parking information
(but remember, we need their mailing address in order
to send it). We’ve found that a quick email or phone call
from you a few days prior to the event is the most
effective reminder.
Day-of-event
11 a.m. - Registration opens
-S
ponsor and Table Captain Reception
featuring Q&A and group photos with
our keynote speaker
11:30 a.m. - Ballroom doors open
Noon - Event begins
1:30 p.m.
- Event concludes
□A
sk your confirmed guests if they have any food
allergies or special meal requests (vegetarian or
gluten free). Please note this on your guest list
form or email us.
□C
heck back with guests you haven’t heard from.
During the event program, guests will be asked to make
a gift or pledge to the YWCA. Each guest will have
a pledge card and pen at their seat. As table captain,
please collect the pledge cards and place all of them
into the silver envelope located on your table. YWCA
staff will pick-up the envelope after the program.
Speakers
For those that cannot attend, consider sending
them a donation envelope or asking them to donate
online— absolutely every dollar makes a difference.
Guest list
lists are helpful to ensure efficient reservation processing.
As you fill your table, you can continue to add guests
up to two weeks before the event. Please contact us
if one of your guests is not able to attend.
Eastside: February 11, 2014
Seattle: March 4, 2014
Snohomish County: April 11, 2014
Questions
2 months before
Snohomish County
Cheryl Strayed
Thursday, May 1, 2014
Edward D. Hansen Conference
Center in Everett
Check list
Who, when, where
Post-event
□
ou will receive an email with the fundraising total,
Y
photos and a survey. Please forward this information
to your guests and share the accomplishment of
raising critical funds to support women and families
in our community.
Tools
What is my job as a table captain?
We count on our table captains to be YWCA
ambassadors and share our organization with their
guests. We expect that you will invite guests to join
your table at the Luncheon(s) and help pass along
information and logistics to your guests.
The YWCA Inspire Luncheons are the YWCA’s most
important fundraisers. There is no cost or ticket price
to attend, however all guests are encouraged to make
a donation of $150 or more to support our programs
and services.
Am I on the hook for a
fundraising total for my table?
How many people fit at a table?
Tables are considered full with either 10 or 11 people.
What if I have more than 10 guests?
What if a guest can’t attend?
Even if a guest can’t make it, they can still make a gift
to help women and families in our community! In your
table captain packet, you will receive several donation
envelopes. If a guest can’t join you at the Luncheon, please
consider sending them an envelope for a donation. Be sure
to write your name in the table captain line!
How do I register my guests?
Our goal is to make guest registration as smooth
as possible for you. You can register your guests in one
of five ways (see below). The more information you
can provide about your guests, the better. The YWCA
especially would like to have your guests’ email addresses,
mailing address and phone number.
• Email your list to luncheon@ywcaworks.org
• Register your guests online
• Fax the guest list form to 206.490.4385
Tools
Guests who can’t attend can also donate online. Be sure
to remind them to indicate that you’re their table captain.
Speakers
That’s great! The YWCA will work with you to seat your
additional guests at an adjacent table. If you have enough
to fill a second (or third, or fourth) table, the YWCA will
be sure to place your tables next to each other. In this
situation, some table captains like to nominate one of
their guests to serve as the informal table “host” at their
How do my guests donate?
additional table(s) to help ensure that everyone gets
Guests can make gifts in a variety of ways. At the Luncheon, a warm welcome and all donations are collected.
we will have pledge cards on the table. Guests can fill them
out and note the amount that they’re giving. As a table
What if I have fewer than 9 guests?
captain, your job is to collect these pledge cards and put
That is nothing to worry about! The YWCA will fill any
them in the silver envelope on the table. After the Luncheon,
extra seats with individual guests or overflow guests from
YWCA staff will immediately collect the envelopes for
another table captain. If you know that you will have
counting and processing.
a half-table, you might want to consider pairing up with
another “half-table” captain. The YWCA would be happy
Gifts at the Luncheon can be made via credit card,
to help you make a connection! In the case that you
check, cash or pledges. Pledges can be paid in up to six
do have individual guests at your table—the YWCA would
installments.
truly appreciate your help in making them feel welcome!
Guest list
Absolutely not. While the suggested donation at the
Luncheon is $150, the YWCA does not hold table captains
to a fundraising minimum. There is no ticket price or
cost to attend. To avoid misunderstandings, we suggest
that table captains are up-front with their guests about
the suggested donation and at what level they would
like their guests to give.
Some companies like to encourage their employees
(and their spouses/partners) to participate in charitable
giving. These companies often match their employees’
gifts. The YWCA definitely wants to know if a guest is
planning on requesting a match from their employer so
we can add an estimate of that extra gift to the Luncheon
total. You and your guests can help us have more
accurate bookkeeping by bringing matching forms from
your employer to our Luncheon and indicating that you
or your guest will request the match. The employee must
request the matching funds from their employer; the YWCA
cannot make that request. Your guests’ matching gifts
WILL count toward your overall table total. In 2013,
matching gifts accounted for nearly $48,000 of the
Luncheon total.
Questions
How much does it cost to attend
the Luncheon?
How do matching gifts work?
Check list
Common questions
• Mail the guest list form to:
YWCA
Attn: Luncheons
1118 Fifth Avenue
Seattle, WA 98101
• Call 206.490.4378 and give your guest list over
the phone
The YWCA will communicate with your guests in
a few different ways. Within one week of you registering
a guest, the YWCA will send them a confirmation email.
Approximately one week before the Luncheon, the YWCA
will send all attendees a reminder postcard in the mail
that also includes important parking information. Finally,
the YWCA works very hard to send thank you cards to
Luncheon donors on the day of the event. To make this
process run seamlessly, we pre-print envelopes with your
guests’ addresses. It is very helpful to have their address
in advance to ensure they receive their thank you note.
Please let the YWCA know of any changes as soon as
possible. Up until the event day, please contact the YWCA
at 206.490.4378.
If you have a change on the day of the Luncheon, please
let our guest services team know at the event. They will be
able to take care of any day-of changes.
Some table captains like to give their guests small tokens
of appreciation for coming to our Luncheon and helping
them support a cause they believe in! Our partnership
with Fran’s Chocolates is just an easy way to streamline
this process. Table captains can order specially priced $5
boxes of caramels as gifts for their guests and Fran’s will
bring their boxes to the event where table captains can
pick them up. To sweeten the deal, Fran’s donates $1 from
every box to the YWCA!
Let the YWCA know as soon as possible if you have ANY
guests who need special meals. Typically, our caterers are
able to accommodate most dietary restrictions, including:
vegetarian/vegan, gluten-free and low-sugar/low-sodium
meals.
I think my company should be
a sponsor, how do I get them involved?
Sponsors are absolutely essential to the success of our
Luncheons because they underwrite all of our expenses
so that 100% of your donations go directly to support
YWCA programs and services. To learn more about
sponsorship you can visit our sponsorship page or contact
Karyn McKelvey, YWCA Development Officer for Corporate
and Foundation Partnerships, at 206.490.4383.
How can I get more involved with
the Luncheons?
Our Luncheon committee meets 5 times each year and is
instrumental in planning and orchestrating our Luncheons.
We also rely on volunteers to make our centerpieces and
set-up the décor for the Luncheons the night before
the events. Both volunteer opportunities are a lot of fun
and a great way to get to see some of the behind-thescenes action of the Luncheons!
Speakers
Can you explain your partnership
with Fran’s Chocolates?
What if I have a guest with dietary
restrictions?
Guest list
What if I have last minute changes,
cancelations or additions?
After the Luncheon, all guests who make a donation
will receive an acknowledgment from us with necessary
information to claim their gift with the IRS. Please know
that 100% of Luncheon gifts go to support our programs.
However, per strict IRS guidelines regarding charitable
contributions, the YWCA must report the value of your meal
as “goods and services received” on the acknowledgment.
If you have any questions about this please contact
Rebecca Blume, Development Director, at 206.490.4365.
Questions
Why do you need so much
information about my guests?
Why is there a meal benefit taken
out of my gift? I thought 100% of our
donations went to the YWCA!
Check list
Common questions (continued)
To learn more about our Luncheon committee
or volunteering with the Luncheons please contact
Natalie Grant at 206.461.3694.
Tools
Fax page ______ of ______
Guest list deadlines:
• Bellevue: February 11, 2014
• Seattle: March 4, 2014
• Snohomish: April 11, 2014
Five ways to submit:
• Save paper and register your guests online
• Email your list to luncheon@ywcaworks.org
• Print the form and fax it to 206.490.4385
Check list
Guest list form
• Print the form and mail it to the YWCA
• Call us at 206.490.4378
Reminders:
Luncheon (please check):
Questions
• If you have guests who sign up for your table after the deadline, please email us right away.
• Because we generate name tags and thank you letters from this list, please verify spelling, addresses and zip codes.
• Please note any special requirements per guest (i.e., vegetarian, specific food allergy, accessibility concerns).
• Table goal: 10 guests. If you have more than 10 guests, we will seat them at an adjacent table (tables can seat
11 people total).
□ Eastside □ Seattle □ Snohomish County
Not yet a full table? Please let us know your preference: ___ Please fill the empty seats. Or ___ I will fill the remaining seats
Guest 1 full name
□ Home address
□ Business address
□ Home address
□ Business address
Company
Company
Gen-Riser
□ Yes, if under 40
Gen-Riser
Email
Email
Phone
□ Home
□ Business
□ Home
□ Business
Notes
Notes
Guest 2 full name
Guest 3 full name
□ Home address
□ Business address
□ Home address
□ Business address
Company
Company
Phone
□ Yes, if under 40
Gen-Riser
Email
Email
Phone
□ Home
□ Business
□ Home
□ Business
Notes
Notes
Speakers
Gen-Riser
□ Yes, if under 40
Guest list
Your name
□ Yes, if under 40
Phone
Tools
Email: luncheon@ywcaworks.org Fax: 206.490.4385 Phone: 206.490.4378 Mail: YWCA Development, 1118 Fifth Ave, Seattle, WA 98101
Fax page ______ of ______
Additional worksheets are provided for those who have multiple tables or are attending multiple events.
Guest 4 full name
Guest 5 full name
□ Home address
□ Business address
□ Home address
□ Business address
Company
Company
Gen-Riser
□ Yes, if under 40
Gen-Riser
Phone
□ Home
□ Business
□ Home
□ Business
Notes
Notes
Guest 6 full name
Guest 7 full name
□ Home address
□ Business address
□ Home address
□ Business address
Company
Company
Gen-Riser
Phone
□ Yes, if under 40
Gen-Riser
Email
Email
Phone
□ Home
□ Business
□ Home
□ Business
Notes
Notes
Guest 8 full name
Guest 9 full name
□ Home address
□ Business address
□ Home address
□ Business address
Company
Company
Phone
□ Yes, if under 40
Gen-Riser
Email
Phone
□ Home
□ Business
Phone
□ Home
□ Business
Notes
Notes
□ Yes, if under 40
Email: luncheon@ywcaworks.org Fax: 206.490.4385 Phone: 206.490.4378 Mail: YWCA Development, 1118 Fifth Ave, Seattle, WA 98101
Tools
Email
Speakers
Gen-Riser
□ Yes, if under 40
Guest list
Email
□ Yes, if under 40
Questions
Email
Check list
Guest list form (continued)
Fax page ______ of ______
Additional worksheets are provided for those who have multiple tables or are attending multiple events.
Guest name
Guest name
□ Home address
□ Business address
□ Home address
□ Business address
Company
Company
Gen-Riser
□ Yes, if under 40
Gen-Riser
Phone
□ Home
□ Business
□ Home
□ Business
Notes
Notes
Guest name
Guest name
□ Home address
□ Business address
□ Home address
□ Business address
Company
Company
Gen-Riser
Phone
□ Yes, if under 40
Gen-Riser
Email
Email
Phone
□ Home
□ Business
□ Home
□ Business
Notes
Notes
Guest name
Guest name
□ Home address
□ Business address
□ home address
□ business address
Company
Company
Phone
□ Yes, if under 40
Gen-Riser
Email
Phone
□ Home
□ Business
Phone
□ Home
□ Business
Notes
Notes
□ Yes, if under 40
Email: luncheon@ywcaworks.org Fax: 206.490.4385 Phone: 206.490.4378 Mail: YWCA Development, 1118 Fifth Ave, Seattle, WA 98101
Tools
Email
Speakers
Gen-Riser
□ Yes, if under 40
Guest list
Email
□ Yes, if under 40
Questions
Email
Check list
Guest list form (continued)
Photo by Art Streiber
Seattle
Roberts’ coverage at 20/20 has consistently produced extraordinary narratives, such
as an intimate profile of first lady Michelle Obama and an award-winning investigation
into abuse within the Amish community. She was awarded an Emmy for her emotional,
in-depth reporting on an Ethiopian American woman’s journey back to Africa to find
her mother and for her work with ABC’s millennium coverage.
Classically trained, award-winning actor, Viola Davis has conquered every medium
from stage to television to film. From her Tony Award winning performances in “King
Hedley II” and “Fences” to her Academy Award nominated performances in “The
Help” and “Doubt,” Viola has burst through every barrier to become one of the most
accomplished and celebrated actors today.
Cheryl Strayed is the author of the #1 New York Times bestseller “Wild,” the New York
Times bestseller “Tiny Beautiful Things,” and the novel “Torch.” “Wild,” was chosen
by Oprah Winfrey as her first selection for Oprah’s Book Club 2.0. Jean-Marc Vallée
is directing the film adaptation of “Wild,” starring Reese Witherspoon, with
a screenplay by Nick Hornby. “Wild” was selected as the winner of the Barnes & Noble
Discover Award, the Indie Choice Award, an Oregon Book Award, a Pacific
Northwest Booksellers Award, and a Midwest Booksellers Choice Award.
Speakers
May 1
Guest list
Rising out of “the absolute epitome of poverty,” Viola fell in love with theater early
in high school as a form of escape. Her passion and growing abilities for acting would
pay off with a full scholarship to the Young People’s School of the Performing Arts
before attending the prestigious Julliard School for four years.
Equally passionate is Viola’s dedication to ensure that “women of color are part of the narrative” on all artistic
platforms. On raising the profiles and stories of young women of color, Viola says, “I want to do what Cicely Tyson
did to me… she allowed me to have the visual of what it means to dream.” It’s this type of ideology and commitment
that TIME saw when they named Viola as “one of the most influential people of 2012.”
Snohomish County
Questions
March 25
March 4
Eastside
An award-winning reporter and media veteran, Deborah Roberts is a highly respected,
versatile journalist with a broad range of experience and expertise. Roberts reports
regularly on a myriad of stories for ABC News’ 20/20 and serves as substitute anchor
on Good Morning America and World News Weekend.
Check list
2014 Inspire Luncheon speakers
Strayed’s writing has appeared in The Best American Essays, the New York Times
Magazine, the Washington Post Magazine, Vogue, Salon, The Missouri Review, The Sun, The Rumpus—where she
has written the popular “Dear Sugar” column since 2010—and elsewhere. Strayed was the guest editor of Best
American Essays 2013 and has contributed to many anthologies. Her books have been translated into more than
30 languages around the world. She holds an MFA in fiction writing from Syracuse University and a bachelor’s
degree from the University of Minnesota. She lives in Portland, Oregon with her husband and their two children.
Tools
Facebook
The first thing you can do to get connected to the YWCA
Seattle | King | Snohomish is to “like” our Facebook page:
facebook.com/YWCAworks.
Check list
Social
media tools
tools
social media
Get involved! Follow these simple steps and use our sample
posts to get started today!
1. C
omment on the YWCA Seattle | King | Snohomish
page. When you follow the updates on the YWCA page,
you can add your own voice and “like” YWCA posts
or add your own comments. We love to hear from you!
Questions
Guest list
Here are the top four reasons you should “like” the YWCA
Facebook page:
1. Y
ou will see updates and important notices as we get
closer to the 2014 YWCA Inspire Luncheons.
2. Y
ou can see videos and stories about the keynote and
client speakers.
3. Y
ou can quickly share stories and updates that you see
on the YWCA page with your friends and Luncheon
guests and vice versa (make a post on your profile and
tag the YWCA).
Sample POST: Today is the day to sign up to be a guest
@YWCA Seattle King Snohomish Inspire Luncheons!
Join me in making a difference in the lives of more than
51,000 women and families in our community! It’s a great
way to do more with your lunch hour.
Speakers
4. Y
ou can recruit more guests to join your table and join
in the fun.
2. T
ag the YWCA in your post. You can “tag” @YWCA
Seattle King Snohomish in your posts—you can create
these “tag” links by beginning to type “@YWCA Seattle
King Snohomish”.
(Facebook how-to continued next page)
Tools
Check list
Social
media tools
tools (continued)
social media
Facebook (continued)
Twitter
3. S
hare a post on the YWCA to your profile. You
can “share” a post on the YWCA’s Facebook page to
your own timeline. Go to the YWCA Seattle | King | Snohomish page and find the post you would like
to share. Click “share” and add a personal message.
After you include a personal message, click “share
link” and it will post to your profile timeline.
Be sure to also follow YWCA Seattle | King | Snohomish
@YWCAworks on Twitter: twitter.com/YWCAworks.
Questions
Remember that when you tweet, you should include
@YWCAworks and #YWCAInspire to help promote the
event and share your message with all of our followers.
Sample POST: I’m so excited to hear Viola Davis,
keynote speaker at the Seattle Inspire Luncheon
on March 25 talk about the value of empowering
women. Read more about her amazing work and
don’t forget to sign up for the Seattle Luncheon
today!
Guest list
Sample TWEET: Can’t wait for Viola Davis
keynote speaker re: #empowering women
@ywcaworks 3/25 #YWCAInspire Seattle!
Join me! ywcaworks.org
Sample TWEET: So pumped to hear Cheryl Strayed
@ywcaworks #YWCAInspire Luncheon 5/1
on value of #empowering women. Sign up today!
www.ywcaworks.org
Speakers
Tools
In 2014, the YWCA wants to know:
Check list
Dream
card photography
social media
tools
What is your dream for our community?
What is it that you are particularly passionate about?
Ending homelessness, access to education, eliminating the wage gap, arts in the schools,
paid maternity leave, addressing institutional racism, ridding our community of violence…
Tell us one dream you have for our community by filling out the enclosed dream card and
taking a picture of yourself!
Questions
Why? We will incorporate your (and your fellow table captains’) dreams in our 2014
Inspire Luncheons live program and on our Luncheon website. Join us in naming your
dream and helping to shape the 2014 Luncheons!
How to submit your dream card: (please send by February 15)
•
•
Email a photo of you holding your dream to us at luncheon@ywcaworks.org; or
Mail your card and your name to YWCA Luncheons, 1118 5th Ave, Seattle WA 98101
Guest list
SAMPLE/ When taking the picture, please make sure that the dream card is in focus and
the writing on the card is with a thick pen (e.g., Sharpie). Adding a little background for
context would be helpful too. We’ll take care of the rest!
Speakers
Tools