Table Captains are essential to the success of the WHWF mission of empowering women and children to create healthy families and vibrant communities. In most cases, it is through Table Captains that guests sign up to attend the luncheon each year. Each Table Captain pledges to fill a table by inviting at least 9 other people to join them at the luncheon. You are encouraged to fill as many tables as you can!  Please read the instructions carefully.  Thank you.

IMPORTANT DATES

• E-mail updates from the Table Captain Committee: February, March, April, May (please make sure our office has your current e-mail address).
• Provide WHWF office with guest list status: March 15 and April 10.
• All table lists due through online submission no later than April 18, 2010.
• Reminders from WHWF to table guests: week of April 26.
• Deadline for name changes to WHWF office (to receive replacement name tags): April 26.
• Reminder Contacts by each Table Captain to their guests: by May 3.

GUEST LISTS

• Contact potential guests early. It is important to express to your guests that they will be asked to donate a minimum of $125.  Make sure they know that their contribution will directly benefit recipient programs with a small percentage directed to the WHWF Endowment Fund and the Vivian Winston Scholarship Fund - the cost of the luncheon is underwritten by corporate and individual sponsors. Please let your guests know they may pay by check, Visa, MasterCard or make a pledge and pay monthly or quarterly.
• Tables at the luncheon seat 10 people. You may invite more than 9 guests, and fill more than one table, 11 at a table is possible, but crowded and not recommended. Please let guests know it is important to fulfill their commitment to attend so that there will be no empty seats or wasted meals.
• If you are not able to fill a table, we can pair you with another partial table (do not let the lack of a full table keep you from attending-everyone counts!)
• Submit your completed guest list(s) on or before Sunday, April 18, 2010 through the link provided on our website.  Faxed lists are not accepted.

REMINDERS 

• Reminders will be sent to guests with complete name and address information submitted no later than April 18, 2010 and will occur during the week of May 3.
• Contact your guests the week prior to the luncheon so that they don't forget. Also, confirm transportation for guests (think about carpooling).
• We will do our best to accommodate special requests such as wheelchair seating, vegetarian meals, etc. - please submit the request with your guest lists.
• IMPORTANT:  If you have changes to your guest list after it is submitted, notify us immediately via email so we can make sure all guests have a name tag.   Due to time constraints as we get closer to the event, name changes received after April 26 may not be processed.  If this occurs, please ask your guest to locate the name tag of the previous guest to determine their table location.  Blank name tags will be available at the Information Desk.

LUNCHEON INFORMATION

• CARPOOL!!! It will relieve congestion, and you and your guests will arrive together.
• Upon arrival, help your guests locate their name tags at the check-in tables. Name tags will be arranged in alphabetical order, with your assigned table number printed on them. Volunteers will be available to help, particularly with late sign-ups who may not have a printed tag.
• Child care will be provided off-site and free of charge by the Little Red Schoolhouse. Please contact them directly to make a reservation by calling 456-3776. They are located at 621 W. Sprague Avenue (between Wall and Howard).

LUNCHEON RESPONSIBILITIES

• At the luncheon, find your assigned table. A large envelope will be on the table with your table number on it. Inside will be instructions, forms and envelopes for each guest.
• When the "Call for Donations" is made, table captains should distribute envelopes to each guest. After guests place their donation in an envelope, kindly collect the donations and put them in the large envelope. A WHWF volunteer will collect the large envelopes from the table after the luncheon. Do not distribute the envelopes before the "Call for Donations."
• Although guests will receive a letter from WHWF thanking them for their gift, guests also appreciate a phone call or more personal thank you note from their table captain. We encourage you to personally thank your guests for attending the luncheon.  

FOR QUESTIONS OR INFORMATION:

Lisa Diffley, WHWF Executive Coordinator: 328-8285
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