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Table Host Information ~ 2011 PEPS Benefit Lunch

Thank you for your interest in being a Table Host at our 13th Annual PEPS Lunch on March 3, 2011. Table Hosts are vital to PEPS’ success! They provide the energy and enthusiasm that sustain this event and thus our unique programs in support of new parents. Since 1983, PEPS Groups have helped mothers and fathers gain skills and build relationships that will last for a lifetime. By being a Table Host you help PEPS support more new parents during their parenting adventure.

Goals:

  • Raise at least $60,000 at the PEPS Lunch on March 3, 2011 in support of PEPS' parenting support programs.
  • Raise at least $20,000 before the day of the Lunch, in contributions of $500 or more. As an incentive for guests to increase their gift, we will announce on March 3 that all donations of $250 or more <up to the raised Luncheon Challenge amount> will be matched with dollars from this special “Challenge” Fund. Secure $25,000 from sponsors, to underwrite the event costs so that each dollar raised on March 3 will directly support PEPS programs. 

How do we reach these goals?

Table Hosts and Table Co-hosts commit to communicating to their guests that the event is a benefit for PEPS. There is no charge for the meal, and seating is limited. However, guests are asked during the program to make a donation. The average gift at the 2010 event was $207 and 42% of the guests gave a gift of $250 and more, which was matched by a Challenge Fund.

Communicating these facts is critical, and sharing them with your guests at the time of invitation can help avoid misunderstanding about donation expectations at the event. PEPS will provide you with sample text invitations to tailor for your prospective guests..

Note: While the donation commitment is made during the Lunch, monthly, quarterly or semi-annual payment options are available (e.g.: a $250 pledge at the luncheon translates into a $20 monthly payment).

Table Host Commitment

  • Table Hosts commit to filling a table of 10 (nine guests and yourself).
  • Table Co-Hosts commit to filling half a table (four guests and yourself). PEPS can match you with another Co-Host, or you may recruit one. The result is a table of eight guests and two Co-Hosts.
  • To avoid empty seats at your table, we suggest you recruit a few extra guests (more than nine or four). If your guests are an exceptionally reliable bunch we’ll guarantee to seat any overflow of guests at an adjacent table.

Table Host and Guest Registration

  1. Secure your table and register with PEPS at luncheon@peps.org as a table host.
  2. Once you're registered as a Table Host with PEPS, starting in January 2011 you'll receive regular Table Host E-newsletters to update you on our progress and all the materials needed to invite your guests, remind and thank them. You may tailor and use these materials, or you may create your own. Even though there is no advance ticket purchase, pre-registration of guests IS REQUIRED
  3. As guests RSVP with you, please sign them up with PEPS.
  4. Guest registrations are due on Feb. 1, 2011. Even partially completed lists of confirmed guests submitted to PEPS before the due date are helpful to ensure efficient reservation processing.
  5. You can continue to add new guests to your table up to March 1 online.
  6. Substitute Guests. You may substitute guests for those who cancel any time up to the day before the event. Please remove/register these guests online through March 1, and by emailing luncheon@peps.org after March 1, making sure to remove anyone who cancels.
  7. PEPS will send out a confirmation email to all registered guests in mid-February , and the week before the event. The guest confirmation includes all important event information.
  8. Pre-event reminders. You will receive a sample reminder to send to guests. We highly encourage that you send these reminders via email or, better yet, phone 1-2 days before the Lunch.
  9. Post-event follow up. PEPS will mail thank-you letters to all guests. In addition, we will provide you with a sample thank-you note that we hope you will send.  Please also encourage your prospective guests who did not attend to make a donation to PEPS. This will be easy and quick online at www.peps.org, and has in the past greatly increased total donations received.

Table Host Timeline

  • Guest list due to PEPS: Feb. 1
  • Last day to add new guests: March 1
  • Last day to substitute new guests for any registered ones who have canceled: March 1, by emailing PEPS at luncheon@peps.org 
  • PEPS Annual Lunch: Thursday, March 3, 2011, 11 am - 1 pm, Seattle Center Fisher Pavilion.
    11 am - noon: Start Smart Social Hour.  A time for you with pre-luncheon fun including coffee bar, cake, and time to catch up with your parenting and PEPS friends.
    12 noon – 1 pm: Lunch, a sit-down meal and program

Table Host Contact Information

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