Table Host Information ~ 2012 PEPS Benefit Luncheon

Thank you for your interest in hosting a Table at our 14th Annual PEPS Luncheon on Tuesday, March 6, 2012.

Table Hosts are vital to the success of our Luncheon as they provide the energy and enthusiasm that sustains 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 hosting a table you help sustain PEPS for future parents.

Goals:

• PEPS aims to raise at least $80,000 at the PEPS Luncheon on March 6, 2012 in support of PEPS' parenting support programs, our scholarship and resource fund and community outreach efforts.
• In addition, we aim to raise at least $20,000 before the day of the Luncheon, in contributions of $500 or more. As an incentive for guests to increase their gift, we will announce on March 6 that all donations of $300 or more <up to the raised Luncheon Challenge amount> will be matched with dollars from this special “Challenge” Fund.
• And last but not least, PEPS will secure $25,000 from sponsors, to underwrite the event costs so that each dollar raised on March 6 will directly support PEPS programs. 

How do we reach these goals?

We reserve 50 tables at Seattle Fisher Pavilion for you and your guests!

Table Hosts and Table Co-hosts invite their friends and commit to communicating to their guests that the event is a benefit event for PEPS. There is no charge for the meal.

However, guests are asked during the program to make a donation. The average gift at the 2011 event was $196 and 41% of the guests gave a gift of $300 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 along the way.

Note: While the donation commitment is made during the Luncheon program, monthly, quarterly or semi-annual payment options are available (e.g.: a $300 pledge at the luncheon translates into a $25 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 Registration

How to sign up as a Table Host

• Secure your table or half table by registering here as a table host.

I am registered as a Table Host, then what?

• Once you are registered as a Table Host with PEPS, you'll receive a confirmation email from PEPS and starting in January 2012 regular Table Host E-newsletters with all the materials you need to invite your guests, remind and thank them. You may tailor and use these materials, or you may create your own.

How to register your guests

• Even though there is no advance ticket purchase, pre-registration of guests IS REQUIRED.
• As guests RSVP with you, please register them online with PEPS by clicking this link.
• Note: you can only add one guest at a time and you will not be able to see the entire list of your registered guests after you submit a registration. That's why we recommend that you keep your own tracking sheet on your computer or fridge, tracking who you've registered and when. We will send you a final list after Feb.1 to double check if our list matches yours.
• Guest registrations are due on Feb. 1, 2012.
• You can continue to add new guests to your table up to March 4 online.
• Substitute Guests. You may substitute guests for those who cancel any time up to the day before the event. Please register these guests online through March 4, and email us any guest cancellations to luncheon@peps.org.
• 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.
• 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.
• 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 online: March 4
• Last day to substitute new guests for any registered ones who have canceled: March 4, by emailing PEPS at luncheon@peps.org 
• PEPS Annual Luncheon: Tuesday, March 6, 2012, 11 am - 1 pm, Seattle Center Fisher Pavilion.
  11 - 11:45 am: Social Hour.  A time for you with pre-luncheon fun including coffee bar, cake, mimosas and time to catch up with your parenting and PEPS friends.
  11:45 am – 1 pm: Lunch, a sit-down meal and program hosted by KING 5 News Anchor Mimi Jung

Table Host Contact Information

• Development Director: Marion Mohrlok, 206-547-8570 ext. 30, marionm@peps.org
• Table Host and Guest registration, Information and Questions: luncheon@peps.org
• Also, visit www.peps.org for updates!