What does it mean to be a Table Captain for our virtual PEPS Event?

PEPS Table Captains are key to the success of our Benefit Event!

♦ Table Captains are passionate about the PEPS mission and vision and understand how critical the support of the wider community is to sustain the programs and services PEPS offers, especially in these uncertain times.

♦ Table Captains invite their network(s) near and far and help them understand the work PEPS does.

♦ Table Captains encourage their guests and network(s) to support and sustain PEPS with a gift.

♦ Table Captains are encouraged to host a pre-event Zoom for guests to encourage connection and community.

Getting started

Put together a list of people you’d like to invite. This is a fundraising event, so think about who may be interested in making a financial contribution to support the work that PEPS does.

Think of all your circles — your PEPS Group, PEPS Groups you have led, family, neighbors, co-workers, clients, colleagues,  your children’s dentist and doctor, members of your neighborhood parenting group or pre-school co-op/ daycare.

♦ TIP: If you were in or led a PEPS Group, but have lost touch with one or more members, we can provide contact information to help you reconnect — a great way to build your table! Contact benefit@peps.org for help.

Next — start sending out invitations! Remember that most people need more than one reminder. Use our templates as a starting place and then get personal. Share your PEPS story and the reason why you choose to support PEPS financially. 

Call, text, message, email, create an event on Facebook, or use Evite or other tools — try a combination of ways to invite your friends and stay connected to those guests who told you they would join you at the event.

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How to register your guests

Table captains are responsible for registering their guests. As guests RSVP with you, please register them online. There are no tickets or costs, but pre-registration is required. This helps us plan the event and send communications with event details directly to your guests. Our first guest communication will be sent on February 14 and we kindly ask that you register your guests as soon as you can.

1. Click here to access our online registration form [http:\\web.peps.org/cn/akpxr/2022PEPSBenefitEvent].
2. Fill out each info field in the form. If you don’t know your guests' email/phone/home address, type in “don’t know”.
3. Enter your name in the field: 'If you were invited by a table captain, please enter their name here'; then click on 'I am not a robot' and 'submit'.
4. Submit a registration for EACH guest by repeating this process.
5. Keep your invitee list on your computer or fridge to track who you’ve registered and when.
6. If you need to remove a guest from your virtual table, please email benefit@peps.org with the name of that guest.

VERY important note: Because we are hosting a virtual event this year, you can invite and recruit guests up until March 8! But the earlier we receive your registrations, the better we are able to prepare your guests with the information they need to access and enjoy our event.

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Timeline and Step by Step Guide

Prior to event

• Commit to getting your network to the PEPS Community Benefit and register as a table captain.
• Tell PEPS how many guests you expect to welcome at our Benefit Event (5+/10+/15+/20+).
• Invite friends to join you in supporting PEPS (be creative & persistent, work your network)
• Make a personal case for supporting PEPS — it’s a fundraising event!
• Receive tools, templates from PEPS & read the emails from PEPS!
• Participate in our Table Captain Check-In on 2/24, 12 pm. Simply join us by clicking on this meeting link.
• Set up a pre-event Zoom/Google Hangout and include this link in your communications with guests.
• Register guests online (one by one) as soon as you can and no later than March 6.
• Encourage gifts in lieu of attendance.
• Communicate important event details to your guests.
• Think about & organize a party favor if you'd like to add a special touch. This can be a postcard in the mail, a little package dropped off at each guest's home, or a suggested theme for your pre-event Zoom.

Day-of

• Arrive in your pre-event Zoom/Google Hangout on time.
• Welcome guests and encourage them to participate in Highs and Lows.
• Ask them why they are attending today — this could be about PEPS and it could be about their friendship and commitment to you! Be sure to share your own reason and connection with PEPS.
• Encourage people to view the livestream following your pre-event gathering and to make a donation.
• Watch our livestream on Facebook or YouTube! Participate in the chat, encourage speakers, share your PEPS memories.

After the event

• Thank guests personally. Let them know it was meaningful to you that they attended and gave!
• Encourage gifts in lieu of attendance.

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Templates

Sample Guest Invitation

Hi,

I love PEPS, the Program for Early Parent Support, because it was so important to me right after I had my baby.

PEPS has been an incredible experience for me — and I felt it was important to give back.

I’m hosting (or co-hosting) a virtual table at the PEPS Community Benefit — it’s the main PEPS fundraiser for the year — and I’d really love for you to join me at this event! This year, PEPS is bringing joy and a little bit of ✨MAGIC✨ care of our special guest, magician and local dad, Nash Fung. You'll need an unopened can of soda and a cell phone to watch the magic unfold in your hands!

The event will be held virtually on Tuesday, March 8, 2022, from 7-8. Join me at 6:15 for a pre- event gathering on Zoom😊.

It’s a very fun and inspiring event and is the largest annual fundraiser for PEPS. Our goal is to raise $170,000 or more at this event. There is no cost to me or to any guest, but everyone will be asked to make a donation during the program. Gifts of $300, $500 and $1,000 will be matched and gifts can be made in monthly installments. My personal goal is to raise $xxx at my table in support of PEPS.

I hope you’ll join me in supporting what I believe is an incredibly valuable organization. I don’t know of any other organization in our area who does what PEPS does. 

It should be a great time — please let me know if you can make it so that I can get you registered!

TIP: PEPS sends out regular emails like this to our community about the PEPS Benefit Event. When you receive these emails, you can just forward them to your prospective guests with a little note 'Hey, did you see this email from PEPS about the Benefit Event? I love the fact that...../ I look forward to seeing this amazing magician/ learning more about what PEPS is up to/..... - Join me...'

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Sample Guest Reminder(s)

Even though PEPS will email a confirmation to all of your registered guests, we recommend that you keep in contact with your guests up until the Benefit Event on March 8. Read, edit and use any of the suggested text.

Valentine's Day Reminder:

Happy Valentine’s Day to you! Sending my love to you and thanks much for joining me at the PEPS Benefit on March 8. It’s coming up in about 3 weeks and you are registered to “sit” at my table. The event starts at 7, and I hope you’ll join my pre-event Zoom at 6:15! Can’t wait to see your face, even if virtually! See you soon!

1 Week Before - Email:

Hi, I can’t wait to see you next Tuesday (March 8) at the PEPS Community Benefit (and my pre-event Zoom!). You should have received the guest confirmation from PEPS with important information on streaming, joining in the fun, and making a donation.

This is the annual fundraising event for PEPS, and in addition to having a great time (don't forget an unopened can of soda or your cell phone!), we are attending this event to support PEPS. So please bring  your giving spirit and your credit card. 

My personal goal is to raise $XXX at my table and I hope you will consider a gift that will help me reach that goal. Each luncheon gift of $300, $500, and $1,000 will be matched. If you have a company or employer match for charitable contributions, please submit your company’s matching form! That way, a gift of $300 can turn into a $600 or $900 gift!

Please don’t hesitate to call me with any questions about the Event. I will see you at the pre-event Zoom!

PS: If for some reason, you cannot join me next Tuesday evening, please let me know! You can still make a donation to demonstrate how much PEPS means to you. Simply click on this link (https://secure.givelively.org/donate/program-for-early-parent-support/2022-peps-community-benefit) to make your online donation or send a check to PEPS, 4649 Sunnyside Ave N, Seattle, WA 98103.

1 Week Before - Phone or text:

Hi! Thought I would call/text you really quick before next Tuesday's PEPS Benefit and see if you have everything you need. It’s streaming on YouTube (link will be added nearer to event date) and I hope you’ll join me for the pre-event Zoom. Let me know if you need help with the technology or have any other questions! My mobile number is xxx, in case you need to reach me between now and Tuesday. Thank you so much for attending — it means a lot to me!

Day Before:

Hi all — Looking forward to seeing you tomorrow. [I have heard from one person that you are not able to attend — we will miss you!] Here’s the link for my pre-event Zoom (include link to your Zoom meeting or room) and for the livestream itself (link will be added nearer to event date). If you have any questions — please get in touch. See you soon!

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