TREE DESIGNER HANDBOOK 2019 - Providence Foundations of Oregon
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2019
TREE DESIGNER
HANDBOOK
Providence Festival of Trees
3975 SW Mercantile Drive, Suite 205
Portland, OR 97035
503-216-2095 phone
503-216-6630 fax
festival@providence.org
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Table of Contents
TABLE OF CONTENTS .......................................................................................... 3
IMPORTANT DATES & DEADLINES..................................................................... 7
IMPORTANT CONTACT INFORMATION .............................................................. 9
FESTIVAL 2017: DESIGNER WEEK AT A GLANCE .......................................... 11
FESTIVAL OF TREES: QUICK OVERVIEW ........................................................ 13
Where It All Began ................................................................................................ 13
Festival Week Events ............................................................................................ 14
Festival By the Numbers ....................................................................................... 14
FESTIVAL BENEFICIARIES ................................................................................ 15
THE SPONSOR & DESIGNER RELATIONSHIP ................................................. 16
Tree Sponsors ....................................................................................................... 16
Different Relationships .......................................................................................... 17
Tree Designers ...................................................................................................... 18
ROLES OF THE LEAD DESIGNER ..................................................................... 19
PLANNING YOUR TREE: THE BASICS .............................................................. 20
Tree Options ......................................................................................................... 20
Live Tree Options ............................................................................................ 20
Artificial Trees.................................................................................................. 20
Space Options ....................................................................................................... 20
Inside Your Space ................................................................................................. 21
TREE DESIGN & THEME ..................................................................................... 21
Theme Ideas ......................................................................................................... 21
Color...................................................................................................................... 22
How the Trees Are Sold ........................................................................................ 22
Consider Your Prospective Buyer(s) ..................................................................... 22
Individual Buyer ............................................................................................... 22
Business Buyer ............................................................................................... 23
Charitable Buyer.............................................................................................. 23
Variety is Key – Confirm Theme Early................................................................... 23
PURCHASING ITEMS FOR YOUR TREE ............................................................ 24
Tips for Purchasing ............................................................................................... 24
TREE ACCOUNTING ........................................................................................... 25
DONATIONS ......................................................................................................... 25
Cash Donations ..................................................................................................... 26
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Resources ............................................................................................................. 26
Planning Your Solicitation Campaign .................................................................... 26
BUILDING YOUR TREE: TREE & SPACE .......................................................... 28
Trees ..................................................................................................................... 28
Live Tree Options ............................................................................................ 28
Artificial Trees.................................................................................................. 28
Space .................................................................................................................... 28
ESSENTIAL ITEMS TO BUY AND BRING .......................................................... 29
Power Strips and Extension Cords ........................................................................ 29
Tree Skirt and Floor Covering ............................................................................... 29
LIGHTING YOUR TREE ....................................................................................... 30
Tips on Buying Lights ............................................................................................ 30
How to Install Lights .............................................................................................. 30
Important to Remember ........................................................................................ 31
DECORATING THE TREE AND DISPLAY ITEMS .............................................. 31
Securing Decorations to the Tree .......................................................................... 31
Tree Toppers ......................................................................................................... 32
Items to Avoid or Consider .................................................................................... 33
Big Pieces ....................................................................................................... 33
Everything Must Go ......................................................................................... 33
Plan for Wrap-Up............................................................................................. 33
Signage ................................................................................................................. 33
FIRE RETARDANT INFORMATION..................................................................... 34
ADDITIONAL EQUIPMENT NEEDED BY DESIGNERS ...................................... 35
REGISTERING YOUR TEAM ............................................................................... 36
Gala Tree Host ...................................................................................................... 36
How Many People Can Host my Tree? ........................................................... 36
What Will Happen if I Cannot Host my Tree at the Gala? ............................... 36
Wrap-Up Team ...................................................................................................... 36
Tree Angel............................................................................................................. 37
DECORATOR DAYS: WHAT TO EXPECT .......................................................... 38
TAX DEDUCTION INFORMATION....................................................................... 41
FORMS ................................................................................................................. 42
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Dear 2019 Tree Designer,
Whether this is your first time as a Festival Designer or you are one of our seasoned veterans,
we would like to say Welcome and Thank You!
We hope the information outlined in this handbook will be beneficial to you as you plan and
decorate your Festival tree. However, we understand that not every possible situation can be
addressed in this handbook, so we encourage you to contact us if you have any questions.
If you are a first-time Festival Designer, you are required to meet with the Festival Coordinator
prior to being approved. All first-time designers will work with a mentor in their first year to
help them learn the process.
Some of the support available through this process includes:
Review of photo albums, slides, and other auction publications
Aid in developing a theme
Assistance in writing your tree description
Help preparing forms, including the Tree Accounting Report
Direction in securing donations
Examples of solicitation letters
Thank you for your hard work and dedication to the Festival. We appreciate you!
Sincerely,
Hallie Gentry
Special Events Coordinator
Providence Regional Foundations
503-203-0790 office | 503-784-9120 cell
Hallie.Gentry@providence.org
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Important Dates & Deadlines
DESIGNER WORKSHOPS
Mandatory for Lead Designers
TOPICS DATE LOCATION
Designer Workshop Beneficiary Information, April 25 PPMC Cancer Center
1 Handbook, and the Basics Thursday Conference Room
5:30pm-7:30pm Portland, OR
Designer Workshop Handbook, How to Host & August 20 PPMC Cancer Center
2 How to Merchandise Your Tree Tuesday Conference Room
6pm-9pm Portland, OR
Tips & Tricks
Designer Lead designers will sign up for 15- September 28 PPMC HCC8
Consultation minute check-in during this time. Saturday Conference Room
9am – 4pm Design consultation resources also Portland, OR
available.
FORM DEADLINES
DONE
Sponsor Pledge Form On-going,
Money cannot be issued to designers without signed pledge July 1
Designer Agreement Form At commitment
Designer Advance Form ASAP
No funds may be issued before form received
Initial Tree Order Form July 24
Tree Worksheet September 27
Catalog Description Form September 27
Team Division of Roles November 4
Donation Forms Due November 13
Forms received after this date may inhibit our ability to
recognize a donor in the catalog insert
Tree Check-Out Check-List December 2
Tree Accounting Report Due by 12:00pm December 3
NOTE:
The paperwork completed by Lead Designers helps the entire process run smoothly by maintaining
communication and accurate records between the event coordinator and each design team.
The deadlines established here are crucial, as the information requested informs rental orders, the
order of our trees, important logistics details, as well as print materials that must be into
production on time.
Please mark your calendars with these deadlines to ensure that all paperwork is submitted on time,
and thank you for doing your part to help the process run smoothly.
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Important Contact Information
WHO ROLE INFO
Hallie Gentry Special Events Coordinator hallie.gentry@providence.org
503-203-0790 office
503-784-9101 cell
Sandy Miller Trees Group Co-Chair sandyandpanda@gmail.com
971-295-0806 cell
503-513-2108 home
Shelly Hamann Trees Group Co-Chair Shelly.Hamann67@gmail.com
503-806-5529 cell
Debbi Johnson Tree Decorator Day Chair debbijohnson1@netzero.net
503-539-7909 cell
503-665-8254 home
Cheri Baber Tree Angels Chair floralevent@aol.com
503-289-3864 office
503-890-6419 cell
Aleta Johnston Tree Accounting Chair dera@teleport.com
503-663-3308 office
Patsy Cobb Silent Auction Chair patsycobb@comcast.net
503-329-4076 cell
Katie Colhoff Special Events Director katie.colhoff@providence.org
503-203-0759 office
503-475-0881 cell
Tiffany Hurst Event Specialist Tiffany.hurst@providence.org
503-203-0791 office
Festival of Trees Website: www.providence.org/festival
Festival of Trees Facebook: www.facebook.com/festivaloftreesportland
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Festival 2019: Designer Week at a Glance
Oregon Convention Center – Halls A & A1
Required
for Design TIME DATE
Team
TREE MOVE IN Optional,
Trees will be next to your space but
when you arrive recommended
Place flooring first – all spaces
are required to have floor
2:00pm – 7:00pm SUNDAY
covering ONLY December 1
Delivery of other tree items
Teams must conclude by 7:00pm
with all items inside their tree
square
DECORATING DAY Required
Coffee, Lunch, and Dinner Provided
Full day of decorating
All trees must be completed by
9:00pm and must CHECK OUT
before leaving the hall
All trees must have:
MONDAY
o Removable topper, Tree 8:00am – 9:00pm
December 2
skirt, Ornaments wired
into tree
Parking available in the I-5 lot
Be sure to confirm tree sign
information at Designer Check-In
and verify all forms are in
Tree Accounting – DUE BY NOON Required
TUESDAY
Can submit on Monday if 8:00am – 12:00pm
December 3
preferred
VIP Preview – Tree Hosting Optional Optional 5:00pm–7:00pm WEDNESDAY
Host December 4
Gala Auction – Tree Hosting Required 4:00pm Dinner
THURSDAY
Dinner Provided in Volunteer Room 5:00pm – 7:15pm
December 5
Host
Public Show (9:00am – 5:00pm, optional)
6:30pm Dinner SATURDAY
Tree Wrap Up Required
7:00pm Wrap-Up December 7
Dinner Provided in Hall
Tree Delivery & Tree Angels Optional SUNDAY &
Optional to be an angel 8:00am – 5:00pm MONDAY
Dec 8 & 9
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FESTIVAL OF TREES: Quick Overview
Where It All Began
December 1982 arrived in Portland, Oregon. Meier & Frank’s window displays at the flagship store
in Downtown had been unveiled and Santa’s House was set up inside ready for children of all ages.
Peacock Lane residents were working on their spectacular light display. The lower level of the iconic
Memorial Coliseum was abuzz with the sights and sounds of the holidays. Christmas was coming to
the Rose City in a most exciting way.
The concrete walls of the Memorial Coliseum disappeared and were replaced with the spirit of
something magical. A dazzling array of beautiful, yet humbly decorated trees appeared in row after
row of Christmas delight. The Mayor and city officials, State Representatives, the community,
employees, doctors and nurses along with their families crowded into the warm, inviting space to
gaze at the trees that would raise funds for patients in need.
Community leaders and philanthropists Charles and Caroline Swindells, together with their
Providence Portland Medical Foundation Board Chair Dr. Gary Rothenberger and his wife Marianne,
chaired the first Festival event. The goal was to raise $300,000 for cancer research and kidney
dialysis.
Everyone at the Providence Portland Medical Center and it’s supporting Foundation had pitched
in to make this new holiday tradition a reality – grounds keepers tended the freshly cut trees,
housekeeping tenderly cleaned the space around each delicate display, creative minds and
generous hearts decorated each tree and donors anxiously awaited the opportunity to support the
hospital’s efforts to care for poor and vulnerable through this new experience. Little did they know,
this humble idea transplanted from another community would one day raise millions of dollars for
those most in need and unite thousands of people under a Portland holiday tradition known as
Providence Festival of Trees.
Over time, the Festival of Trees has gone from a walk-around auction in a simple space to a
formal Gala Dinner and multi-media auction followed by multi-day public events benefitting an
entire community. Over 20,000 visitors pass through the Festival of Trees each year as one of
Portland’s most beloved holiday traditions.
Providence Festival of Trees has contributed well over $18 million in its 30+ years of operation.
Funds benefit programs and services that support the most vulnerable throughout the Portland
Metro area.
In 2017 Providence Children’s Health Foundation took over the Festival of Trees as its annual
fundraiser. Now the Festival of Trees helps to provide care to tens of thousands of children –
newborn to teenagers – and their families each year.
Providence Festival of Trees is a volunteer-driven project operated by a 40+ person committee. It
takes 12 months, nearly 100 amateur and professional designers, over 1,200 volunteers and
thousands of volunteer hours to produce this holiday tradition.
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Festival Week Events
The Providence Festival of Trees includes a series of events to capture a variety of audiences.
DAY EVENT TIME DESCRIPTION
Wednesday VIP Preview 5:00pm – 7:00pm Past tree buyers and
high-level supporters.
Approximately 250 guests
Invitation only
Thursday Gala Dinner & Auction 5:00pm – 9:30pm Ticketed individuals
and sponsors.
Approximately 750 guests
Tickets $200 each
Friday Public Show 10:30am – 8:00pm General public, friends
Photos with Santa, Teddy Bear of the Festival, and
Hospital, and lots of other great community partners
activities! Admission $10.00
Saturday Public Show 9:00am – 5:00pm General public
Photos with Santa, Teddy Bear Admission $10.00
Hospital, and lots of other great
activities!
Festival by the Numbers
The Festival of Trees includes:
More than 100 exquisitely decorated trees, mini-trees and holiday displays
Over 20,000 people attend each year
More than 600,000 people have attended the Festival since 1983
The 40-member volunteer steering committee works year round
Over 1,200 volunteers give their time, talent and resources
More than 300 area businesses contributed to last year's event
Since its creation, the festival has raised over $18 million for the
most vulnerable in our community.
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Festival Beneficiaries
Proceeds from Providence Festival of Trees support critically needed care for our
community’s most vulnerable children and adults, as well as leading-edge cancer research
and cardiac care through the health care and social services programs of Providence Health
and Services.
This year’s Festival of Trees proceeds will benefit:
Providence Children’s Health
Providence is a leader in children’s health care in Oregon, providing care for tens of thousands
of children– newborn to teenagers – and their families each year. One quarter of all children in
the state begin their lives in a Providence hospital. That is 11,000 babies annually!
Proceeds from the 2019 Festival of Trees will support children’s services throughout the state
of Oregon.
All contributions to Providence Festival of Trees are received by and acknowledged through
the Providence Child Center Foundation, a non-profit 501(c) (3) organization and are tax
deductible to the extent allowed by law. Federal Tax I.D. #93-0800140.
For additional information regarding ways to support the Festival’s beneficiaries please contact
the Providence Medical Foundations Office of Special Events at 503-216-2095.
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The Sponsor & Designer Relationship
Our Festival trees are made possible by 2 different yet important groups of Festival supporters:
Tree Sponsors and Tree Designers. Without the help of both groups, we would not be able to
showcase and sell such beautiful trees each year to raise funds for Providence.
Tree Sponsors
Tree Sponsors provide the funds for our tree. Each
tree is sponsored for $3,500. There are 2 different
ways that sponsorship money is handled. Because
of this, we have 2 different sponsor packages:
Package A and Package B.
Package A Sponsors
In the Package A Tree Sponsorship, the sponsor pays Providence $3,500. $1,500 of this
sponsorship remains with the Special Events Office to cover the fixed cost of each tree square
(the tree itself, power runs to each space, drape to divide spaces, etc.). The remaining $2,000
from the sponsorship is then issued as an advance to the Tree Designer team and used to
purchase lighting, ornaments, and all other gifts/pieces of the design necessary to complete the
fabulous tree.
Many design teams also leverage relationships with local businesses and/or approach different
organizations for donations to acquire additional items for their tree square. The Special Events
Team provides support in donor solicitation too (see DONATIONS Section on page 25).
Package B Sponsors
In Package B Sponsorships, the sponsor pays $1,500 to Providence to cover the fixed costs, and
then the sponsor provides funds and support to the design team to purchase lights, ornaments,
and other items necessary to complete the tree design. In this package, the design team does
not receive an advance from Providence. Package B design teams also leverage relationships or
use savvy team member to secure donations to increase the value of their tree.
Regardless of the sponsorship package, all items purchased and donated must be documented
through our Tree Accounting process, and any unused advance funds (Package A Sponsored
Trees only) must be returned to Providence along with the Tree Accounting paperwork (see
Tree Accounting Section on page 25).
Trees vary in retail value, but all must have a value of at least $3,000 regardless of sponsorship
package.
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Different Relationships
Because of our 2 different sponsorship packages and our diversity in our tree sponsors, there
are few different types of sponsor/designer relationships:
1. Hands Off Sponsor with FOT Designer (Package A Sponsors)
Some of our tree sponsors prefer to sponsor a festival tree and then leave the lion's
share of the design, theme development, shopping, and execution to their appointed
Festival of Trees Tree Designer and team. We ask that the Lead Designer reach out to
their sponsor once or twice during the process to update them about progress and
theme. This can also be done by the Festival Event Coordinator.
Outside of those communications, the events team remains in contact with the Sponsor
leading up to the event and works closely with the using team to ensure the team is on
track.
2. Involved Sponsor with FOT Designer (Package A Sponsors)
Some of our sponsors like to be involved with planning, brainstorming, theme
development, and execution of their tree. Often these sponsors want to be sure to sign
off on the direction of the tree and may want to provide additional support by shopping
or even helping to decorate on decorator day.
It is important that sponsors in this category feel heard, supported, and involved. We
ask that our Lead Designer work to keep the sponsor contact in the loop and honor their
wishes as best as possible in terms of theme development. Frequent communication
with the events team is strongly encouraged to Tree Designers of sponsors in this
category. By keeping the Festival Coordinator in the loop, we can help guide the process
should any issues arise.
3. Sponsor-Provided Designer (Package B Sponsors)
90% of our Package B Sponsors provide their own design team - usually a team of
employees from the supporting organization. These teams are unique in that the main
contact often serves as both Sponsor contact and Lead Designer contact. In addition to
sponsoring the tree, this group commits to attending the Designer Workshops and
working with the event team every step of the way including decorating the tree on
Decorator Day.
Our sponsors are the financial support for the Festival Trees and it is through their help that we
have funds to create these trees. Regardless of the category of your sponsor, please thank them
for supporting us in our work.
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Tree Designers
We have talked about our Tree Sponsors and how they fit into the overall picture of the Festival
of Trees. Our Tree Designers play a different, yet equally important role in creating the
beautiful works of art seen at Festivals for many years.
Our Tree Designers are the driving force behind the theme development, planning, and
execution of each tree seen at the Festival. They give of their time during the months leading
up to the Festival, designing, shopping, soliciting donations, attending workshops, and
maintaining communication with the events team to ensure smooth execution of the tree
design on-site at the convention center in November.
Tree Designers: Veteran and Newbie
Many of our tree designers have worked with the Festival of Trees for a number of years. Some
of these designers work with the same sponsor year after year, having developed relationships
with sponsors over time.
We are always looking for new Tree Designers interested in joining our team.
Anyone interested in participating is welcome to contact Special Event Coordinator Hallie Gentry
via email at hallie.gentry@providence.org or by phone at 503-216-6634.
Mentor Process
We have a limited number of Lead Tree Designer spots available each year. Due to the
complicated nature of the tree design process as well as availability, interested designers will be
mentored during their first year before taking on the full responsibility of a large tree on their
own. We want to infuse teams with new ideas while preparing interested Designers for the
responsibility of Lead Designer, and therefore this mentoring process is required for designers
without prior experience with the Festival.
Thank you to all of our Designers who give of their time to create such amazing Festival trees!
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Roles of the Lead Designer
The Lead Tree Designer role is an extremely important one. In addition to serving as the main
contact for the team with the Festival Event Staff, the Festival team relies on you to lead your
team of designers to insure adherence to all rules set forth by the Festival, Oregon Convention
Center and local government.
Lead Designers will:
Act as the point of contact for the Festival Office
Submit all forms on time to the Festival Office
Select a theme for your tree and managing the
shopping for product
Attend all required Festival workshops and meetings
Ensure all team members are registered Festival volunteers
Ensure each team member is well-informed and updated regarding any changes in
Festival policies
Submit all tree description information to Festival Office and proof final catalog
description prior to due date
Manage the team’s solicitation of donations and purchasing of items for the tree,
including maintaining documentation of donations and original receipts from
purchases
Verifying the Tree Accounting report is complete, accurate, and submitted with all
receipts by due date
Ensuring team representation (at least one person) at the following required times
during Festival Week:
o Tree Host at Gala (Thursday from 5pm – 7:30pm)
o Tree Wrap-Up (Saturday at 6:30pm)
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Planning Your Tree: The Basics
While tree decorating takes place on the Sunday and Monday of Festival Week, the planning
process begins much earlier in the year – some design teams even begin shopping the after-
Christmas sales to get good deals on product. It’s never too early to start planning!
Tree Options
The Festival Event Coordinator handles the ordering and delivery of the actual trees to the
Convention Center for the event. Each design team has the option of the tree they would like.
Live Tree Options
Options include:
Natural Green – Painted a natural green
White and Flocked – Painted white and flocked from all sides. Significant flocking
accumulation.
As the Snow Falls – Flocked lightly from the top only, so the tree looks like it was
standing outside during snowfall.
All trees are 7’ – 8’ Plantation Nobles and are fire treated prior to their delivery to the event
space. Each tree will have applied fire retardant and a tree stand. The tree stand measures
approximately 36” square. When fully decorated, each tree has a 6’ to 7’ diameter at the base.
Design teams are required to place their order for their tree with the Festival Event Coordinator
by July 1st by completing their Initial Tree Order Form and submitting it to the Regional Special
Events Office. A limited number of risers are available if you would like to make your tree taller.
Artificial Trees
Some groups ask to use NEW artificial trees in their space to achieve a certain look. Artificial
trees must be cleared through the Festival Event Coordinator, and the design team MUST
adhere to the weight restrictions included with the tree instructions to avoid overloading. All
artificial trees must have their trunks and stands reinforced. If the trunk is hollow, you must
insert a piece of PVC pipe inside the trunk. It should extend from the bottom of the tree stand
to the top of the tree, or as far as possible. Rebar must also be attached on the outside of the
tree trunk from the bottom of the tree stand to the top of the tree and secured with hose
clamps in six to eight places. This will prevent the tree from bending at the top or breaking at
the base during delivery. Rebar should not extend above the top of the tree. Sections or joints
must be permanently joined together with hose clamps or zip ties and reinforced with duct
tape. This will prevent tree sections from separating during delivery.
Space Options
All teams will be provided a 10’ x 10’ square to design their tree. Some designs require larger
spaces, such as a 10’ x 20’ space. Larger spaces are limited and must be requested through and
approved by the Festival Event Coordinator. Please remember that you cannot overflow your
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space. Chain and stanchions will be placed around your area after the Gala Auction and prior to
the public show.
Inside Your Space
When you arrive to the Convention Center, your space will be marked with your tree number
(tree numbers are assigned in October). Spaces are divided by drape, and include power access
(2 plugs). The floor is bare concrete, and all design teams are required to provide a floor
covering (more about this is included in the Building Your Tree Section on page 28).
Tree Design & Theme
Your tree should convey a cohesive theme with color, concept, decorating, and gift items that
all work together to form a unified and connected package. Successful design teams spend time
brainstorming themes, working through different options, and seeking out a theme that can be
well executed and polished.
Lead designers are required to communicate with the Special Event Coordinator regarding their
team’s theme and obtain approval before shopping for items. This checkpoint allows us to
ensure a variety of themes in the room and helps us avoid duplicate or similar trees.
The Festival Office reserves final authorization of theme development and individual items
under your tree and will approve these for appropriateness.
Theme Ideas
The following tree theme ideas may be helpful as you plan your creation. A cohesive, well-
planned tree theme translates into enthusiastic bidding, so craft yours carefully.
Children / Teens: Stuffed animals, Toys, Disney/Pixar movies, Story book characters,
Zoo animals
Holiday: Nutcracker, Nativity, Snowmen, Reindeer, Santa Claus
Elegant: Color theme, Holiday theme, 12 Days of Christmas
Seasonal: Winter Wonderland, Natural
Religious: Nativity, Angels, Silent Night
Nationality/Cultural: Christmas in Germany, France, Spain, the Orient
Nostalgic and Classic Christmas: Homemade, Old Fashioned Holiday Children’s
Memories
Sparkly baubles: Beads, Crystals, Twinkle lights, Glitter, etc.
Sports: Soccer, Basketball, Baseball, Football, Hockey, etc.
Outdoors: Summer Sports, Winter Sports, Lodge, Lake, Camping
Vehicles: Trains, Planes, Boats, Sports Cars, Motorcycles
Christmas in different climates: Tropical, Down Under, North Pole
Cultural: Art Museum, Ballet, Broadway, Theater, Circus, Music, etc.
Miscellaneous: Tool Time, Gourmet foods, Memorabilia, Nautical,
Electronics/Computers, Gifts from the Garden, Tree of Learning, Visions of Chocolate
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Color
The colors used in your overall tree concept are important to attracting a buyer. Consistent top
sellers include: red, gold, and silver. This isn’t to say that other colors will not sell. Be sure to
keep color in mind as you are designing – and think about where the tree will ultimately end up
after the Festival. (See Consider Your Perspective Buyer, below).
How the Trees Are Sold
The trees in the Festival are sold through a live auction at the Festival
Gala Event. Guests bid on the trees they want by raising their bidder
number for the auctioneer. Every auction requires at least two
interested bidders and will be more successful when there are three or
four active bidders. We want trees that appeal to a number of guests so
that they try to outbid each other, and thus increase the selling price of
the tree.
We also offer a Buy-It-Now option to our buyers. In Buy-It-Now, purchasers may buy the tree
outright for a set price and remove it from the live auction. Buy-It-Now prices are set by the
Special Events team and are based on the tree’s retail value as well as history of purchase based
on theme, designer and sponsor.
Remember, though creativity is welcomed and encouraged, the overall goal is to raise money
for Providence. Keep this in mind as you plan your tree and work to design a tree that will
appeal to more than one buyer.
Consider Your Prospective Buyer(s)
Our goal is to design trees that will sell – and for a high price – to support the beneficiaries of
the Festival and support the Mission of Providence. Keep your buyer(s) in mind as you design
your tree.
The Festival tree buyers are very diverse, but there are three buyer profiles that match most of
our buyers in the room. Familiarize yourself with these profiles and try to target one with your
design.
Individual Buyer
How many? 40% of purchasers
Looking for? Trees to decorate their home or the home of a family member
Want Trees with less emphasis on lots of things and more focus on a few
high-end gifts and unique experiences, such as:
Travel to exotic places
Dinner for 8 prepared by a well-known chef
Private winery tours, etc.
Individual buyers also love matching wreaths, 4’ trees, and
centerpieces that go with their full-size tree.
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Don’t Want In general, these buyers have already acquired their home furnishings
and are not impressed by inexpensive garden arbors, deck furniture,
dozens of generic stuffed animals or overstuffed recliners.
Business Buyer
How many? 30% of purchasers
Looking for? Trees that will enhance the business office, lobby or showroom.
Want Trees with items or ornaments that can be given to key customers or
employees. These buyers want a tree that will be interesting.
Don’t Want Something that appears over-the-top.
Charitable Buyer
How many? 30% of purchasers
Looking for? Trees to donate to their favorite nonprofit organizations, schools
and/or hospital departments.
Want Their interests vary, but they want a tree that will have appeal to the
group they are supporting, and will provide gifts for the children,
seniors, or homeless families for whom they care deeply. Toys, coats,
books are popular for these buyers.
Don’t Want They typically want a tree with lots of gifts to spread around, not
fewer, more expensive pieces.
Of course, these are just examples of our buyers. By taking time to think about the interests of
your prospective buyer, you will be more focused on meeting their desires and more effective
in communicating the benefits of your tree that make it the perfect match for their holiday
plans.
Variety is Key – Confirm Theme Early
Keep in mind that our goal is to fill the room with trees that target each type of buyer listed
above. That means we cannot have 10 toy trees, or 10 trees full of books. Be sure to reach out
to the Festival Event Coordinator soon with your theme idea to lock it in.
The Festival Office reserves the right to ask a team to modify their theme to ensure a balanced
room. Be sure to check with the office before you start shopping.
NOTE: As you are planning your design, remember that in some situations, the tree is
delivered to one location and all of the accompanying items are delivered somewhere else.
MAKE SURE YOUR TREE CAN STAND ALONE AND LOOK FABULOUS.
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Purchasing Items for Your Tree
Early purchasing is critical to economical tree creation. As a Festival Tree Designer, you will be
able to take advantage of special discounts provided by several local businesses. We ask that
you respect the terms and conditions of these arrangements so the Festival will continue to
benefit from our generous supporters for many years to come. A list of participating vendors is
included in your packet.
As outlined in the Sponsor/Designer Relationship section, Package A Sponsorship Teams will
receive advance funds to be used in the purchasing of items for the tree square.
NOTE: Advance payments cannot be issued by the Festival
Office until a sponsor pledge form is received from the design
team’s sponsor AND the lead designer has submitted both
signed Festival Designer Agreement as well as an Advance
Form.
Tips for Purchasing
Utilize wholesale shopping resources as much as possible to save money (see vendor list
included in your binder).
Shop early! The best items in the wholesale market are out as early as February and
they run out. If you can, shop after-holiday sales.
Think of your tree in layers – find an awesome ornament that would really make a
statement? Instead of buying tons and spending a lot of money, buy 12-20 and make
sure they are placed on the outside edges of the tree to really pop. Then fill in with
inexpensive ornaments.
Avoid glass ornaments as much as possible. They break in transit, and we don’t want to
have to replace them for a disappointed buyer.
Don’t be afraid to be crafty – you can take an existing ornament and embellish it with
some other pieces (thank heavens for glue guns) to really make it fit your theme. Be
sure these items look polished and clean.
Have one person on your team lead the purchasing effort so that the theme stays
consistent. You don’t want to arrive to the Festival on Decorator Day to find that your
décor items don’t match.
Aim to have between 2,000 and 2,500 lights (20-25 strands of 100-count lights). It is
better to have extra and return then have to run out in the middle of decorating.
Track your items as you go to make the Tree Accounting process easier. EVERY ITEM in
the tree square must have a receipt or donation form to account for it.
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Tree Accounting
It is important that we retain accurate records of every item incorporated into each tree
square, and we rely on our Lead Designers to do so. This record shows an accurate fair market
value of the tree and we are required to save this for tax purposes.
Completing the Tree Accounting process can feel
overwhelming after you’ve just spent two days decorating your
tree. We recommend recording your purchases as you go and
clearly identifying items purchased on the each receipts at the
time of purchase. It can be difficult to figure out one item
from another on a receipt several months later.
The Tree Accounting Report is due on the last Decorator Day for input into the system. All
original receipts must be turned in with the Tree Accounting Form, as well as any donation
forms for items gifted to the Festival Design Team (see next section).
The Tree Accounting Report is available on our website or we can email it to you. Once you
have saved the form on your home or office computer, you will be able to enter receipts and
descriptions of items purchased whenever you like. Plus, you can go back to make changes
anytime you need to and it will do the math for you!
A hard copy has been provided for you in the back of this book. If you have questions, or are
not sure how to record a purchase, please contact the Festival Event Coordinator.
Donations
Many Design Teams seek donations from the business community in the form of gifts, services
and other materials to increase the value of their tree package and help stretch their advance
money. This is perfectly acceptable, and a great way to acquire more items for your tree!
Any item procured as a donation must be documented in a Donation Form in your Tree
Accounting. Be sure to have extra donation forms on hand when soliciting and be sure to
include your name and your tree on the donation form in order to avoid confusion later.
Several tree groups often solicit the same businesses without knowing. While this may be
unavoidable, please inform the Festival Event Coordinator about any significant donations
you are requesting for so that we have a record of this ask.
NOTE: If you are interested in approaching a business, it is a good idea to ask the Festival
Office first before reaching out; a number of local businesses support the Festival with
sponsorship money and we want to be careful not to overwhelm one company with too many
asks.
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Cash Donations
If a donor would like to make a cash contribution to your tree, the check must be made
payable to: Providence Child Center Foundation. Once the Foundation receives the check,
we will advance you funds in that amount to make purchases for your tree. This ensures the
donor can claim their gift as a charitable donation to Providence Festival of Trees.
Resources
The Festival Office will provide sample solicitation letters to aid in solicitation of donors to the
Lead Designer. These letters will be sent electronically so they may be tailored for each request.
Some donors like to speak with someone from the Festival Office to confirm legitimacy of an
ask. If you come in contact with a donor who would like to speak with someone on staff, please
have them call Hallie Gentry at 503-216-6634. She will happily speak with them and confirm
your involvement.
Planning Your Solicitation Campaign
It can be tough to ask for donations. Here are a few tips to help you get started, and work
through the process.
Get Organized. Make a list of all your prospects, past donors, friends, family and
business contacts that can help your procurement efforts.
Set Goals. Make at least two contacts every week. Don’t wait until the last minute!
Donors secured by October 1st will be listed in the printed insert in the Gala
program.
Reach Out. Call, write and/or make contact with as many of your prospects as
possible. Procurement is a numbers business… the more people you talk to the
more items you will obtain. Ask everyone you talk to for a recommendation of
somebody else that might donate to this year’s auction.
Talk up the event. Procurement can come from anywhere so talk about the festival
everywhere. You will be amazed at how many people have never been asked to
donate.
Be polite and professional. Our designers are an extension of the Festival Staff.
Please conduct yourself in a courteous and respectful manner at all times, even if a
group is not able to donate at this time.
Follow up. It usually takes more than one call to get an item. Be persistent! Every
year good items miss the catalog deadline or never make it onto your tree because
someone failed to follow up as promised.
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Ask for help. If you have done all you can to get an item from a prospect but need
just a little extra push to finish your pitch, call for help. Talk to a member of the
Festival committee or a staff member.
Meet the deadline. No exceptions. It is important to put the November 1st date on
your calendar and in all correspondence to your prospective donors. All donors who
support the Festival prior to November 1st will be listed in the printed insert at the
Gala.
Hang in there. You will have times when you get a little behind or get turned down
by an important prospect. Smile, take a deep breath and try again. Persistence,
determination and a sense of humor are your most important support systems.
Say Thank You. Take time to write a personal note of thanks. One of the most
important aspects of solicitation is saying thank you to donors for their unselfish and
generous contribution.
Remember you are part of a very significant fundraising event and because of your efforts
and hard work Providence Foundations will be able to continue the Providence Mission.
Thank you for all of your work!
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Building Your Tree: Tree & Space
Read the following sections CAREFULLY. Festival trees are built
differently than trees at home.
Trees
The Festival Event Coordinator handles the ordering and delivery
of the actual trees to the Convention Center for the event. Each
design team has the option of the tree they would like.
Live Tree Options
Options include:
Natural Green – Painted a natural green
White and Flocked – Painted white and flocked from all
sides. Significant flocking accumulation.
As the Snow Falls – Flocked lightly from the top only, so the tree looks like it was
standing outside during snowfall.
All trees are 7’ – 8’ Plantation Nobles and are fire treated prior to their delivery to the event
space. Each tree will have applied fire retardant and a tree stand. The tree stand measures
approximately 36” square. When fully decorated, each tree has a 6’ to 7’ diameter at the base.
Artificial Trees
Some groups ask to use NEW artificial trees in their space to achieve a certain look. Artificial
trees must be cleared through the Festival Event Coordinator, and the design team MUST
adhere to the weight restrictions included with the tree instructions to avoid overloading. See
page 20 for additional information.
Space
All teams will be provided a 10’ x 10’ square to design their tree. Some designs require larger
spaces, such as a 10’ x 20’ space. Larger spaces are limited and must be requested through and
approved by the Festival Event Coordinator. Please remember that you cannot overflow your
space. Chain and stanchions will be placed around your area after the Gala Auction and prior
to the public show.
When you arrive to the Convention Center, your space will be marked with your tree number
(tree numbers are assigned in October). Spaces are divided by drape, and include power access
(2 plugs). The floor is bare concrete, and all design teams are required to provide a floor
covering (more about this is included in the Building Your Tree Section on page 23).
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Essential Items to Buy and Bring
Designers are required to come prepared with power cords, extension cords, power strips,
tree skirts, floor covering, and tree lights in addition to decorations and items for their tree
square. There are some specifications for these required items, explained here:
Power Strips and Extension Cords
Two electrical outlets will be provided for each tree square. Please do
not take power outlets or cords from other spaces. You will need at
least 2 power cords and 2 power strips with circuit breaker
incorporated to power all of your lights.
NOTE: Not all power strips with surge protectors meet this
requirement; make sure a circuit breaker is included
Important to Remember
1 to 2 power strips will need to be mounted in the tree for plugging in light strands, etc.
Do not use wire to attach the power strip to the tree – use green electrical tape or zip
ties only
Each plug on the power strip can accommodate up to 3 light strands strung together –
DO NOT string more than three together.
DO NOT daisy chain power strips together; these must plug independently into the
power source.
The additional power strip will connect the tree to the electrical source provided by the
Convention Center.
Tree Skirt and Floor Covering
Designers are required to furnish a tree skirt or other covering material for the base of their
tree. Remember, once the Festival is over, the trees will be delivered to buyers homes,
businesses, and other locations around town. We do not want the stand to be exposed when
the tree is displayed outside of the Convention Center!
The surrounding bare floor space must be covered with a material that can tolerate being
stepped on. This can be as simple as a piece of fabric or an elaborate rug. All of the bare floor
in each tree square should be covered.
Please use materials and designs that are easy to move and consider the delivery process when
making your selection. Artificial Snow must be made of fire retardant material; please keep the
packaging for proof and turn it in at the Decorator Check In area in case the Fire Marshal
requests to see it.
TIP: Try to think economically when planning your floor covering. Carpet companies often have
inexpensive remnant scraps of 10’ x 10’. You may want to even opt for 9.5’ x 9.’5 to allow for
cord runs along the back edges of the square.
29Updated 4/17/19
Lighting Your Tree
Your tree must be completely lit from top to bottom, 360 degrees around, regardless of what is
showing at the Festival. Just imagine your tree on display in a lobby, hospital or beautiful foyer
after it is purchased. Festival trees cannot “have a back”.
Provide a minimum of 20 new 100-light
strings (UL-approved) – approximately two
(2-3) strings per foot of tree. You must
leave all tags on your lights for insurance
purposes, but you can roll them up and
secure with Scotch tape if need be.
Some decorators use as many as 30 strands
of lights. If you have any concerns, please check with the Trees Group Co-Chair before finalizing
your design.
Tips on Buying Lights
Don’t be afraid to mix and match light types
Unique lights sell out fast – buy early
Trees 2’ and under (and other décor items) should use battery-powered lights
o These sell fast – buy early
o Walgreens is a great source for these
Solid color lights are available at different times of year
o August through September: whites, oranges, purples, blacks
o September through December: multi, reds, greens, blues, whites
Buy extra lights, just in case, and make it easy to return them if you don’t need them.
o Buy 20-25 strands of 100 on one receipt and then buy 5 more on a separate
receipt so you can return them easily.
It’s a good idea to buy a couple of 25 or 50-bulb strands to use near the top of the tree
REMEMBER: The ornaments on your tree will block light. You need to have twice as
much light as you would need if you were not going to put any ornaments on.
TIP: After purchasing lights, be sure to test all light strands prior to Decorator Days.
How to Install Lights
When installing the lights, do so in sections.
Drop the plug-in end of the first strand to about 18 inches down the center of the
tree; begin weaving the lights from trunk to tip.
Work in 12” – 18 “ sections, wrapping the strand around each branch while weaving in
and out, in and out rather than trying to wrap lights around the entire tree.
When you reach the tip of a branch, separate the light strand’s twisted wire and put
the tip of the branch between the two wires. This will help keep the lights in place.
Some designers light from the inside out to create texture – to do this, use larger lights
inside and your smaller lights on the tips.
30Updated 4/17/19
Be sure to save your extra light bulbs – just in case!
SQUINT TRICK: After lighting your tree, step back and look at it with squinted eyes.
This will help you see the areas where you need more light.
Important to Remember
Do not use old lights – Use only New UL approved lights.
Do not mix LED lights and incandescent lights. Because incandescent lights draw so
much more power than LED strings it is likely that the incandescent lights will blow the
fuse in the LED string.
Do not plug more than 3 strands of lights together
Large outdoor lights are prohibited
Use white light strands for flocked trees, green light strands for natural green trees
Do not cluster lights together or use light covers without prior testing and prior
approval from the Festival Office.
Any testing of clustered lights must be for a continuous period of at least 48 hours
with regular checking for temperature concerns.
Clustered lights and/or light covers rarely ignite but they can create heat sufficient to
start a fire. Manufactures do not think like tree decorators, so the safety listing on
boxes is for normal home use only.
Use lights that are independent of one another so if one burns out the others stay on.
It is highly recommended that you bring extra light strands and you test the lights
once they are on the tree. You don’t want to get your tree fully decorated only to
discover that half your lights are not working.
Decorating the Tree and Display Items
Securing Decorations to the Tree
Your beautiful tree will be picked up and moved at least three times. That being said, it is
required that all decorations, lights, etc. be wired to the tree with florist wire or pipe cleaners
to prevent damage and to help ensure your tree arrives to its final destination looking as it did
Gala Night.
HINT: A 4” piece of floral wire, zip tie or pipe cleaner is
needed to tie an average ornament to the branch of the
tree. Wrap firmly and tightly, using two twists.
Remember to use the same color wire as the color of
your tree, i.e. green tree = green wire; flocked tree =
white wire.
All ornaments with an inserted or slip-on hanging
attachment must be glued where the two pieces meet so
the ornament cannot slip off its hanger.
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All display items must be NEW merchandise. All wrapped boxes will be delivered with the tree,
both those containing gifts & wrapped empty boxes being used for decor. Please save all
original boxes for gift items to be delivered with the tree, including molded Styrofoam
packaging; enclose owner/operator manuals and warranties, etc. along with the items in their
original box.
All items placed inside the tree square WILL BE
SOLD with the tree. Do not place anything
GLASS ORNAMENTS
under the tree that you expect to have returned
Fragile glass ornaments should be used
such as CD/DVD Players, spotlights, pictures,
cautiously. They break when the tree is
tree skirts, carpeting, easels, etc.
moved! If you choose to use glass or
other fragile ornaments, it is your
responsibility to remove, pack and
Tree Toppers redecorate (if requested) the tree with
Tree toppers help set the theme and draw these ornaments once it has been moved
people to your tree. Make it fabulous! There are to its final destination.
a lot of opportunities for creativity when it
comes to tree toppers, but please remember:
ALL TOPPERS THAT INCREASE THE HEIGHT OF THE TREE PAST 8’ OR INHIBIT DELIVERY AT ALL
MUST BE REMOVABLE.
Most ceilings are 10’ tall, and anything above 8’
Best Glue for the Job
becomes a challenge for delivery. We don’t want our
Shells or Wood – Beacon 527
buyers receiving something broken or bent.
Vinyl – Loctite Flexible Adhesive
Removable toppers must be removed at Tree Wrap
Rhinestones – Quick Grip
Up, boxed separately and included for delivery with
Glass to Plastic – Weld Bond
instructions for the buyer to reinstall.
Glitter – Martha Stewart Glitter Glue
Acid Free (Paper) – PVA Archival
Remember: Any item made of natural fibers placed
Top Coat Sealer – Mod Podge
on the tree or directly under the tree including the
Floral – Floral Bond
topper and wooden dowels used to attach toppers
Fabric - TAC
needs to be fire treated. Refer to the fire retardant
information section for more information.
TIP: Styrofoam rings work well as a base for your tree topper; build it on the base and then
install onto the top of the tree. This will make it easy to remove and box too!
32Updated 4/17/19
Items to Avoid or Consider
Big Pieces
Large vignettes, backdrops or set pieces make a beautiful display but may not add value for the
buyer. Keep in mind that the trees eventually will be placed in private homes or businesses
where space constraints and the logistics of moving and storing large “displays” may limit
interest in bidding on your tree. Check with the Tree Group Co-Chair or Tree Decorator Day
Chair in advance for suggestions.
Everything Must Go
All items on display in the tree square are considered part of the auction and must go with the
tree package once sold. Rented Props are strictly prohibited!
Plan for Wrap-Up
At the end of the event, representatives from the Design team return to Wrap-Up the tree: this
means packing up all of the items accompanying the tree into boxes for transport. SAVE original
boxes as you go along to make this process easy!
NICE IDEA: Some groups have even used a bit of their budget to purchase a few
Rubbermaid bins to go with the tree so the buyer has storage after the holidays for all of
their new items. Nice!
Signage
Many Decorators have developed innovative methods to present the theme of their tree,
describe gifts, and provide recognition for their donors.
Oversize package tags, professional signage and display boards have all been used to thank a
donor or promote a hidden treasure. Even a memorable scrapbook of your tree and its
contents would make a wonderful gift long after the holidays.
Think like a buyer – they want to know about the valuable and unique pieces of your tree.
List them!
NOTE: The Festival office will supply a sign that will be displayed next to your tree, listing
your tree number, title, sponsor, designer and team. Additional signage is the responsibility of
each Design Team.
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