TREE & WREATH DESIGNER HANDBOOK Formerly the Beaver County Festival of Trees A Benefit for Children and Youth Advisory Board and U.S. SARR Corps Look us up on the web at bcchristmasextravaganza.org
Welcome Dear Decorator, I would like to personally welcome all of you designers and decorators and thank you for your loyal support of the Beaver County Christmas Extravaganza, we could not do it without you. For many years, this event has brought a lot of joy, smiles and enjoyment for thousands of visitors. All of this has been made 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 Extravaganza 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 Christmas Extravaganza. We have moved even further forward to uniqueness for the Christmas Extravaganza by adding many new features and visitor participation. As we continued to add more to this event, we changed our name to better identify our mission. Our new name is now the Beaver County Christmas Extravaganza and we have added 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 330.502.9882. 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 setup process. We want your experience to be fun, challenging and rewarding for your generous effort. Happy decorating, Ron Wisbith Chairman, Beaver County Christmas Extravaganza 2
Table of Contents Welcome................................................. 2 Planning Your Tree or Wreath...................................... 4 Extravaganza Participation Listing..................................... 5 Designer Policies & Information.................................. 6 Designing and Decorating......................................... 7 Lights.............................................................. 7 Securing Decorations to the Tree or Wreath.............................. 7 Filling Empty Spaces................................................... 8 Bows............................................................ 8 Underneath It All................................................... 8 What to Expect on Set-Up Day....................................... 9 List of Equipment to Bring (Tool Box)............................... 9 Sponsor Pamphlet Display............................................... 9 3
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 souvenir program booklet. Each tree will be included on the website slide show. 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
Extravaganza Participation Listing Tree Entry 1. Single Tree entry - Entry fee of $150.00 to help cover promotional expenses. This fee includes Radio, TV, Social networking etc. 2. You may enter a fully decorated tree. This includes all the ornaments, the tree and any additional items that constitute the trees theme. You must supply additional information: 1. The theme of the tree 2. Names of those responsible for the decorating and design. 3. Total retail cost of all elements included A. The Tree B. All ornaments, ribbons, etc. C. Any display items 4. Name of Sponsoring Company, individual or group 5. A design contract NOTE: All your expenses are tax deductible. U.S.SARR Corps. is the primary registered non profit (501)(c)(3) the organization will provide you with a properly documented receipt of your contribution. 3. You will receive the following promotional recognition. 1. Your company name will be on a tree poster in front of the tree. 2. You may place company literature in the special display case located at the exit of the Lodge. 3. Your tree will be listed in the Extravaganza Souvenir Book and on the Extravaganza website. 5
Designer Policies and Information The creative designer entries are the Stars of the Extravaganza. Your entry will be viewed by thousands of 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 charities. All greenery, trees and wreaths must be artificial. All lights must be new and secured to the trees and wreaths. All lights can be either colored or white. No battery operated lights, elements or ornaments. Height requirement of trees: Trees may be up to 7 1/2 tall. Exceptions to this height must be approved by the Extravaganza 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 Extravaganza 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
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
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 handquilted tree skirt that will enhance the sale of your tree, as well as delighting those attending the Extravaganza. The Extravaganza 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 Extravaganza 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
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. 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 the Extravaganza website. 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