2017 TREE & WREATH DESIGNER HANDBOOK

Transcription

1 A Benefit for Children and Youth Advisory Board and U.S. SARR Corps 2017 TREE & WREATH DESIGNER HANDBOOK IMPORTANT DATES Designer Contract Due Friday, October 27, 2017 Tree and Wreath Set-Up Dates November 10 thru 12, 2017 Light-Up Celebration Night Tuesday, November 21, 2017 Festival Charity Auction Wednesday, December 6, 2017 Festival of Trees Open to the Public: Thanksgiving Day, November 23rd through November 26th, 2017 Friday, December 1st through December 3rd, 2017 Look us up on the web at - beavercountyfestivaloftrees.org

2 Welcome Dear Decorator, I would like to personally welcome all of you designers and decorators and thank you for your loyal support of the festival, we could not do it without you. For the past 27 years the festival has brought a lot of joy, smiles and enjoyment for many thousands of visitors each year. All of this has been possible by those of you who volunteer each year with your time, creativity and financial contributions. We continue to make great strides toward our ultimate goal and that is to create a Christmas event like no other. Each year we make both small as well as large changes and adjustments as we work towards that goal. We depend on your team to continue to develop outstanding, exciting and unusual trees and wreaths, the corner stone of the festival. We are moving even further forward to uniqueness for the festival by adding many new features and visitor participation. As we continue to add more to the festival, we will be changing our name to better identify our mission. Coming for 2018 our new name will be the Beaver County Christmas Extravaganza and we will be adding a third weekend to the event. We hope this handbook provides the information you need to: Decorate your tree or wreath Track your expenses for tax purposes Determine the value of your tree or wreath Understand what to expect after you donate your tree or wreath Know the benefits you and your design team will receive for your donation Additionally, the handbook provides you with important dates and deadlines. We understand that every issue cannot be addressed in this handbook so you are encouraged to contact us with any questions you may have. Also, if you have any suggestions on how to improve the decorating process or the festival as a whole, please let us know. We are open to any ideas you might have and welcome the opportunity to examine all viewpoints for enhancing this great local tradition. Amy may be reached by phone at or Jen may be reached by phone at U.S. SARR Corps, the Children and Youth Advisory Board, along with the committee, appreciate that you have chosen us to be a recipient of your time, talent and contribution. We look forward to supporting you throughout your preparation and set-up process. We want your experience to be fun, challenging and rewarding for your generous effort. Happy decorating, Ron Wisbith Chairman, Beaver County Festival of Trees 2

3 Table of Contents Welcome Planning Your Tree or Wreath Consider Auction Buyers Designer Policy & Information Designing and Decorating Lights Securing Decorations to the Tree or Wreath Filling Empty Spaces Bows Underneath It All What to Expect on Set-Up Day List of Equipment to Bring (Tool Box) Sponsor Pamphlet Display Description of Forms Tree Designer Contract Wreath Designer Contract

4 Planning Your Tree or Wreath We encourage you to choose a theme, but artistic creativity and imagination should always take precedence over theme. Significant to the success of this event is the broad appeal of the tree and wreath designs. The title of your design and a description will be listed in the Festival program booklet and featured in the power point presentation on Auction Night. Each tree will then be included on the website slide show for Theme Ideas The following theme ideas may be helpful as you plan your design: Christmas in different climates: Tropical, Down Under, North Pole Holiday: Nutcracker, Nativity, Snowmen, Reindeer, Santa Claus Religious: Nativity, Angels, Silent Night Seasonal: Winter Wonderland, Natural Nostalgic Christmas: Homemade, Old-fashioned Holiday, Children s Memories Elegant: Color Theme, Holiday Theme, 12 days of Christmas Sparkly Baubles: Beads, Crystals, Twinkle Lights, Glitter, etc. Cultural: Art Museum, Ballet, Circus, Music, etc. Nationality/Cultural: Christmas in Germany, France, Spain, Asia Children: Stuffed Animals (new or gently used), Toys, Story Book Characters, etc. Sports: Basketball, Football, Baseball, Soccer, etc. Outdoors: Camping, Lake, Lodge, Summer Sports, Winter Sports Vehicles: Trains, Planes, Boats, Motorcycles, Cars Miscellaneous: Gifts from the Garden, Tree of Learning, Gourmet Foods, Hobbies, etc. Use Your Imagination. The sky is the limit!! Think the WOW factor! The WOW factor means to exceed the expectations of the audience. We suggest that you think BIG to create the most exciting and eye-popping tree or wreath package possible! You should spend some time brainstorming with your team before deciding what your tree or wreath will look like. You can make the difference between a nice tree or wreath and one that excites the imagination of both the public and the buyers. We will be very happy to help you with suggestions or some ideas. 4

5 Consider Auction Buyers Every auction requires at least two interested bidders and will be more successful when there are three or four active bidders. Festival buyers are as diverse as your creations, but there are some key elements to consider in planning your tree or wreath. Individual Buyers, are looking for trees or wreaths to decorate their own homes or the home of a family member at a value price. Charitable Buyers, are looking for trees or wreaths to donate to their favorite nonprofit organizations, schools or hospital. Their interests vary, but they want a tree or wreath that will appeal to the organization they are supporting. They are looking for something moderately priced. Business Buyers, are looking for trees or wreaths that will enhance the business office, lobby or showroom. Often they are also looking for trees with items or ornaments that can be given to key customers or employees. These buyers want a tree that is interesting but not too over-the-top. This buyer may spend a little more. 5

6 Designer Policies and Information The creative designer entries are the Stars of the Festival of Trees. Your entry will be viewed by more than 8,000 visitors. It is a unique opportunity to contribute to an event that brings together businesses, volunteers, civic organizations, and students all supporting the CYS Advisory Board and U.S. SARR Corps. All greenery, trees and wreaths must be artificial. All lights must be new and secured to the trees and wreaths. No battery operated lights, elements or ornaments. Height requirement of trees: Trees may be up to 7 ½ tall. Exceptions to this height must be approved by the Festival Committee. Width is also an important consideration. Fully decorated trees must fit through doorways and residential hallways. Wreaths should be a minimum of 24, maximum of 36 (outside greenery tip to outside tip). All decorations must be secure to the trees and wreaths because they are bagged and moved by vehicle to their new homes. Please make sure that your tree stand is stable and secure. Please do not hot glue anything to the trees. Glue dots are permissible. A tree skirt or other appropriate covering for the base of the tree can be included with the design. Due to space restrictions, the Festival reserves the right to adjust the placement of any floor decorations with your tree. Broken or repaired trees are not accepted. The display area is a maximum 5 square feet. No displays can extend beyond this area. Your tree stand must be stable and secure. This helps to protect your tree design. The Festival has many overstock items. They are available for your use. 6

7 Designing and Decorating Tree and Wreath Lights MUST BE NEW Many trees and wreaths are pre-lit now. However, if you have a tree or wreath that is not pre-lit, here are the guidelines for decorating. Provide approximately two (2) strings of 100 traditional lights per foot of tree. Use lights that are independent of each other so that if one light burns out, the rest stay on. Do not plug more than three strands of lights together. If using LED lights, the number of strings will vary. Test the lights before putting them on the tree or wreath and again before adding decorations. Lights should remain on while attaching them the tree or wreath to be sure none are loose or faulty. More than 5 strands of lights please wire a power strip to the base of your tree. Each connection must be wrapped with electrical tape. Lights should enhance the trees and wreaths, not detract from them. Use strands of lights that have the same color wire as the color of your tree or wreath. Hide the wire so it cannot be seen. Colored lights. Depending on your theme, colored lights may enhance your design. However, sometimes white lights are the best to use. Lights must be securely fastened to your entry. Use the same color wire ties as the color of your tree or wreath. Two twists are sufficient to secure the lights and still make it possible for the lights to be remove later by the buyer. Tree Topper. Tree toppers MUST BE DESIGNED TO BE REMOVED for delivery purposes. Decorating Your Tree Securing Decorations to the Tree: Keep in mind, the trees can be viewed from all sides. Some buyers will remove the tree in its entirety. For that reason, it is essential that ALL decorations, lights, etc. should be secured to the tree. Please do not use hot glue. If you are using wire, remember to use the same color wire as the color of your tree, i.e. green tree=green wire, white tree=white pipe cleaner. A 4 piece of floral wire is needed to tie an average ornament to the branch of the tree wrap firmly and tightly, using two twists. Everything you put on your tree or wreath must be tightly secured. There are no exceptions to this rule. 7

8 Designing and Decorating (continued) Filling Empty Spaces A variety of materials can be used to fill empty spaces, cover the tree trunk and add shape to a tree or wreath. Suggestions include: dried floral filler, floral and paper ribbon wraps and bows, raffia, tulle, pinecones, moss, holly, flowers, etc. Use your imagination! Bows and ribbon garlands can be an economical and appealing finishing touch. Some things to remember when selecting ribbon are: Florist satin wire ribbon is easier to tie than any other kind of ribbon. It comes in dozens of shades and patterns. Velvet is beautiful but because of thickness, it is more difficult to tie. If you plan to use velvet, you might want to find someone with experience tying bows. Some craft stores, such as Pat Catan s, will make bows for you at a cost. Ribbon comes in many widths. The wider the ribbon, the more yardage it takes to make a nice bow. It takes 2 to 4 yards to make a bow. Tie the center of your bow with a pliable wire, using a long enough piece that you can wire the bow directly onto the tree. Underneath It All You have the option to furnish a tree skirt or other covering material for the base of your tree. This can be as simple as fabric that heightens the aesthetic value of your tree or as elaborate as a hand-quilted tree skirt that will enhance the sale of your tree, as well as delighting those attending the Festival. The Festival will place white fabric over the floor to resemble snow to enhance the décor. If you are giving a gift certificate or tickets to a performance, etc., please make a copy and place it on your tree. Please turn the originals over to the Festival committee representative for safe keeping. The originals will be given to the purchaser when they pick up their tree. All tree and decoration boxes must be left so that the purchaser can repack the tree and decorations after purchase. Please remember items placed under the tree will be sold with the tree. Please do not place anything under the tree that you expect to have returned. 8

9 Designing and Decorating (continued) What to Expect on Set-Up Days Designers are responsible for the delivery of their wreath and delivery/decoration of their tree and all accompanying items to the Lodge at Bradys Run Park at the front door (west side) entrance. Upon arrival, a committee representative will be present to show you where your tree is to be set up and offer assistance as needed. Designers will have access to the lodge from 5:00 p.m. until 8:00 pm. on November 10th. On November 11th thru the 12th the hours are 12:00 p.m. until 5:00 p.m. Decorator Tool Box A blanket to place on the floor around your tree while decorating Floral wire to attach ornaments and lights Needle nose wire cutters, regular pliers and scissors Tape-floral, masking, etc. Designer Appreciation To show our appreciation the names of the designers will be posted on the tree sign and also listed in the program book and mentioned during the auction on Auction Night. Sponsor Pamphlet Display We will have a pamphlet display for our sponsors to advertise their organizations. The pamphlet specifications are 8.5 tall by 3.5 wide. The display will be located on the exit table so that it can be easily viewed as our guests vote on their favorite trees and wreaths. If you wish to display information, please supply the needed pamphlets when you come to set up. 9

10 Description of Forms Designer Commitment: From Sponsor Brochure As soon as possible. The commitment form tells us you are planning to donate a tree or wreath. This enables us to have a space allocated for you. Designer Contract - Due by October 27, 2017 This form is where you will provide the name of your tree and the description of your tree or wreath display for the program book. The prominent decorative objects portion is where you specify the unique ornaments/objects. This information enables the Festival to highlight your display better. Description The description of your tree or wreath is an essential part of the contract that the Tree Committee uses to construct the program and display signs. Be specific about color, theme, overall size (height, width, etc.). Listing special accessories such as lighting, unique size or shape, and ornaments that play music will be helpful information to share. Below is an example of a wellwritten wreath description: Example: Petey s Penguin Adventure Petey and his friends are on a Christmas adventure. They are surrounded by black, white & silver bulbs, stars and ice galore. Come along and travel with Petey on his frozen escapades! If your theme or description changes after submitting the contract it is your responsibility to advise the Festival Committee as quickly as possible. Be aware that any changes during the Festival are difficult and not always possible. Use your description to paint a written picture of your tree. 10

11 Tree Designer Contract Due Friday, October 27, 2017 Please print all information as you wish it to appear in printed materials. Please note that Festival of Trees cannot be responsible for copy errors. Signed contract must be received by OCTOBER 27, 2017 for program book printing. Print name as it is to appear on ALL promotional material. Name Address Name of Contact Person Phone Preferred Method of Contact Fax I/we agree to design a tree and donate all lighting, skirting and decorations to the Festival of Trees per the Designer Handbook as follows: Size: 7.5' Tree 6.5' Tree 4.0' Tree Lights: LED Traditional Multi-Color Single Color (specify) White Lights DUE TO LIMITED SPACE IN THE PROGRAM BOOK The description should be no more than 25 words. IF THE 25 WORD LIMIT IS EXCEEDED, IT WILL BE AT THE DISCRETION of the printer to edit the description to fit in the allotted space. Title Decorated By Please complete the information below Prominent items on your tree (that you feel are important and special for Auction Night). Description: 11

12 Designer Contract NOTE: Festival of Trees reserves the right to edit all tree and wreath descriptions. 1. I understand the Festival of Trees Committee will design the Festival floor plan to incorporate appropriate space for each Designer item and assign locations. They have the right to establish and enforce quality control of designs in order to maintain a high standard of excellence. The Festival of Trees Committee has the right to refuse any donation that is deemed inappropriate. 2. I understand that I am responsible for supplying all decorations and tools needed to design the tree. The donated tree, and all materials I choose to place under or around my entry is a donation to the Festival of Trees and that during the Auction and throughout the the entirety of the event, Beaver County Festival of Trees has the right to place the item in the live auction. 3. I have read the designer handbook and agree to the guidelines. I assume the responsibility for the complete and timely set up of my entry. 4. I assume responsibility for the proper functioning of all lights and mechanics involved both during the Festival and upon receipt of the item by the buyer. If we have a problem with your tree, please provide a name and phone number where we can reach you during the Festival. Name Day Phone Evening Phone 5. Beaver County Festival of Trees and all other parties involved shall have no liability for any damage arising from any act of omission by a designer and will assume no risk for the designer s property and property used. NOTE: ALL ITEMS UNDER THE TREE SHOULD BE EASY TO MOVE WITH THE TREE. ALL items included in your display will be auctioned with the tree. Authorized Signature Date Please return signed contract to: BEAVER COUNTY FESTIVAL OF TREES Attn: Amy Tyger P.O. Box F Koppel, PA Fax: amy@ara-ideaworks.com 12

13 Wreath Designer Contract Due Friday, October 27, 2017 Please print all information as you wish it to appear in printed materials. Please note that Festival of Trees cannot be responsible for copy errors. Signed contract must be received by OCTOBER 27, 2017 for program book printing. Print name as it is to appear on ALL promotional material. Name Address Name of Contact Person Phone Fax Preferred Method of Contact I/we agree to design and donate a wreath to the Festival of Trees per the Designer Handbook as follows: Size: (minimum 24, maximum 36, greenery fluffed tip to tip) Lights: LED Traditional Multi-Color Single Color (specify) White None DUE TO LIMITED SPACE IN THE PROGRAM BOOK The description should be no more than 25 words. IF THE 25 WORD LIMIT IS EXCEEDED, IT WILL BE AT THE DISCRETION of the printer to edit the description to fit in the allotted space. Title Decorated By Please complete the information below Prominent decorative objects (that you feel are important and special for Auction Night). Description: 13

14 Designer Contract NOTE: Festival of Trees reserves the right to edit all tree and wreath descriptions. 1. I understand the Festival of Trees Committee will: design the Festival floor plan to incorporate appropriate space for each Designer item and assign locations. They have the right to establish and enforce quality control of designs in order to maintain a high standard of excellence. The Festival of Trees Committee has the right to refuse any donation that is deemed inappropriate. 2. I understand that I am responsible for supplying all decorations and tools needed to design the wreath. The donated wreath, and all materials I choose to place under or around my entry is a donation to the Festival of Trees and that during the Auction and throughout the the entirety of the event, Beaver County Festival of Trees has the right to place the item in the live auction. 3. I have read the designer handbook and agree to the guidelines. I assume the responsibility for the complete and timely set up of my entry. 4. I assume responsibility for the proper functioning of all lights and mechanics involved both during the Festival and upon receipt of the item by the buyer. If we have a problem with your wreath, please provide a name and phone number where we can reach you during the Festival. Name Day Phone Evening Phone 5. Beaver County Festival of Trees and all other parties involved shall have no liability for any damage arising from any act of omission by a designer and will assume no risk for the designer s property and property used. Authorized Signature Date Please return signed contract to: BEAVER COUNTY FESTIVAL OF TREES Attn: Amy Tyger P.O. Box F Koppel, PA Fax: amy@ara-ideaworks.com 14