Step By Step Guide

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1. IDENTIFY POTENTIAL GUESTS

Brainstorm a list of people you want to invite– past guests, friends, neighbors, or business contacts. Tables seat 10 – should you have more than 9 guests for your table, we can try to arrange to have another table for them nearby.

  • Tip: Schedules fill up quickly so start inviting guests early!
  • If you have been a Table Captain for Hilltop Artists before, we will provide your past guest list(s) to help jump start your invitation making. If you need to request it again, email Shawn and she can help you!

Sponsors: Please consider inviting management and organizational leaders. This is also a great opportunity to invite clients and partners with whom you want to share your dedication to youth in our community.

2. PURCHASE TICKETS

You can purchase a table for $300 or direct your guests to pay the $30 ticket price as individuals. Please encourage your guests to pay for their tickets prior to the Luncheon.

  • We accept credit cards online or by phone, 253.571.7670.
  • Checks made out to Hilltop Artists can be mailed to PO Box 6829, Tacoma, WA 98417

Sponsors: Your table for ten is one of the benefits of your sponsorship. Your guests do not need to buy any additional tickets.

3. INVITE YOUR GUESTS

Invite your prospective guests over the phone, through email, or in person – whichever method you feel is most effective for your group. We have found that phone calls followed by an email are highly effective and garner faster response times.

  • Tip: Let your invitees know why you care about Hilltop Artists!
  • If potential guests say they can’t attend, encourage them to still contribute to the success of the Luncheon by making a gift. In 2015, one of our Table Captains raised over $1200 from potential guests who weren’t able to attend!
4. FILL YOUR GUEST LIST

Tables accommodate 10 people, including yourself. Please submit completed lists of confirmed guests to Table Captain, Shawn Cole, by September 12, 2018.

  • Lists can be submitted using this handy form or by emailing Shawn directly.
  • More than 10 guests? Let us know and we will seat them at an adjacent table.
  • Less than 10 guests? Let us know and we can help you fill your table.
5. LEAD A GENEROUS TABLE

Be up front about the event being a fundraiser. Make sure your guests know in advance that they will be asked to make a donation at the event.

  • We will be asking each guest to consider a gift of $100 or more.
  • Monthly donations are a great way to give! $25 a month for 12 months = $300
  • Tip: Set a table goal. Let your guests know that you want your table to raise $1800 because that amount provides a Team Production student with a scholarship for an entire school year!

What difference can you make? $25 a month can provide a Team Production student with a scholarship for 30 hours of instruction – 30 hours of collaboration, camaraderie, skill building, and positive adult mentorship!

6. REMIND YOUR GUESTS

Follow up! People get busy and forget to RSVP even though they have every intention of attending the event. Plan on contacting your guests again via phone or email a few days before the Luncheon – let them know you’re excited to see them at the event.

  • Last minute cancellation? Try to find a replacement. Check over your original prospect list and make some calls. Please try to let us know about changes or vacancies by October 5th, so we can plan accordingly.
7. GIVE THANKS

Hilltop Artists will thank your guests for their generosity, but the personal touch of a note, call or email from you goes a long way. Help us thank your guests for supporting Hilltop Artists.

  • We will be happy to provide you with contact information for your guests.
  • Tip: Some Table Captains like to thank their guests in a special way when they arrive at the Luncheon. They welcome their guests with a small gift, note, or special surprise.