the 137th
PHILADELPHIA CHARITY BALL
Friday Practice
and
Day of the Ball
Wednesday, November 23, 2016
4:00-6:00 Rehearsal (the start time may change do to out of town participants)
· Debutantes, Fathers, Young Men’s Committee, and Escorts will walk through the formal presentation and practice the dance in the Ballroom at the Merion Cricket Club. This gathering is only mandatory for the participants (debs, men’s committee and fathers). The Dance is a simple Waltz. It is not very complicated and easily learned, but it is important that you be present so you will feel confident during the presentation and dance. We have a great group and need to get a plan mapped out for a smooth presentation.
Board members are encouraged to attend to go over our placement for the presentation.
Refreshments and Tea will follow for those who attend the rehearsal at Merion Cricket, which is being hosted by our Board of Directors.
(Dress code – Country Club casual; no ripped denim or athletic attire please)
** This rehearsal has been traditionally held at 9 am on the day on the Ball. I have always felt having the rehearsal on the same day as the Ball placed an unnecessary strain on an already hectic day. So, please note the new time and day: Wednesday, Nov 23, 4:00 pm
A schedule of the evening photo sessions will be given out at the rehearsal.
Friday, November 25, 2016 - The Day of the Ball
Note: Mrs. Butcher will be available downtown by 2:00 p.m. for anyone who needs her.
5:30 p.m. Photos and Flowers at the Crystal Tea Room (please be on time)
Floral bouquets and Boutonnières will be handed out.
**We have a large group this year. Therefore, it is imperative that we have your cooperation for the posed photographs by our professional photographer.
***Debutantes and parents, Young Men’s Committee and Escorts – Do not forget gloves!
A schedule of photographs will be arranged with each Debutante during the Wednesday rehearsal. Please be prompt.
Additional Guidelines during Photoshoot:
· You may ask the photographer to take additional photographs of your family and friends during the evening as time permits and ONLY AFTER all the other formal photographs are completed.
· Press will be present and will take photos after our photographer is finished each shot.
· Do not use flash photography while the photographer is working. Flashes may interfere with the photographer’s ability to get the professional shot.
· It is very important to keep silent during the formal photo. There will be plenty of socializing at the cocktail hour.
6:00 p.m. Board Photo and Distribution of Sashes
(Board Members - please bring your sash from prior years and your gloves.)
· Please try to be quiet and orderly so this can be done efficiently.
7:00 p.m. – 8:00p.m. Cocktail Hour in The Atrium of the Crystal Tea Room
**Guests 21-35 years of age - please bring your ID to receive a wristband for alcoholic cocktails.
7:55 p.m. Receiving Line
Debutantes, Mothers and/or designated Special Hostesses, along with the Executive Board members will welcome guests at the bottom of the stairs as guests make their way to dinner. Debutantes and Mothers should have their gloves on.
· The Debutante should curtsy to each guest and say good evening, welcome, thank you for coming, etc. (Mothers usually curtsy as well, but that is a personal preference.)
· Please do not talk to the guests in order to keep the line moving.
8:00 p.m. – 9:30 p.m. Dinner (Bars close) Wine will be served with Dinner
Move to your assigned table and enjoy your meal. If you plan to have individual place cards at your dinner tables, you may place them on the tables that afternoon. *Please coordinate with Mrs. Butcher.
9:20 p.m. Presentation and Cotillion
Begin to assemble (quietly) backstage. (Set an alarm if you need a reminder.) Debutantes, Fathers, Young Men’s Committee and the Board will gather backstage as rehearsed. It is imperative that all be prompt so that the Cotillion is not held up.
9:30 p.m. Opening Ceremony
· Ball Only patrons will arrive at the back of the building
Ball participants are lined up and prepared for presentation backstage.
· Mrs. Linda Fynes Siegfried, President, will deliver her remarks and make introductions, including those of Special Olympics guests.
· Mrs. Siegfried next introduces Jay Devine, Master of Ceremonies.
Formal presentation of Ball Participants:
· Young Men’s Committee Presentation - each participant will be announced and presented to the audience.
· Debutante Presentation – each participant will be introduced and individually presented to the Board of Directors.
*** We will practice this at rehearsal.
Each participant will then take her/his place on the dance floor.
· The music will commence. The Debutante’s Father, or in some cases, an Uncle, Brother or relative will dance the Debutante dance with the Debutante.
Upon a signal from Mrs. Butcher ---
· Members of the Young Men’s Committee cut in and dance The Cotillion Waltz with the Debs.
· The Fathers and their spouses/partners will join the dance floor, along with the Board of Directors and their partners.
Following the dancing of The Cotillion, the Band will change tempo and all attendees may participate in dancing.
General dancing and merriment to follow.
Additional Guidelines to be followed:
Guests are not permitted on stage with the Band (unless personally invited by the band leader).
– Guests must wear shoes;
– Beverages may not be on the dance floor;
– Keep cell phone use to a minimum.
11:00 a.m. Breakfast opens and will remain open through the evening. Danishes, breakfast sandwiches and pastries to be served.
12:00 a.m. Bar Closes
12:30 a.m. Music Ends
Consider Staying Downtown or make use of Uber
Uber Promo code: uberButcherParty
Have Fun!
If you have any questions that have not been answered, I encourage you to communicate with me sooner rather than later. You will receive the quickest reply via text. Call or text 610-613-1245 or email me at:
Please remember I am here for you.
A Block of rooms have been reserved for parents and families:
The Ritz –Carlton
10 Avenue of the Arts
Philadelphia, PA 19102
http://www.ritzcarlton.com/en/hotels/philadelphia
Courtyard Philadelphia Downtown
21 North Juniper Street
Philadelphia, Pennsylvania 19107
This hotel is walking distance from the Tea Room. Please have them call 1-800-321-2211 or 1-888-887-8130. The cut-off date to make reservations is November 4. I have 25 rooms blocked for Friday, November 25, 2016 at the rate of $199. You also have the option of
Loews Philadelphia Hotel (we do not have a block at this hotel)
1200 Market St.
Philadelphia, PA
(215) 627-1200
https://resweb.passkey.com/Resweb.do?mode=welcome_ei_new&eventID=14227792
2016
The 137th PHILADELPHIA CHARITY BALL
DEBUTANTE CHECKLIST
· Dress: There will be little time to shop for your white gown if you are away at college. You will want to have your gown fitted and ready before Thanksgiving. There are many ways to find your perfect gown. I can provide you with a list of wedding shops, retail stores, second hand stores. Hand me downs are fine. Please do not wait until the last minute. Ask me for shopping ideas and help if you need them.
· Do not forget white gloves for Debs and Mothers. The gloves need not be brand new, but make sure they are long, white, opera length (to the elbow). Florentine Gloves has been helpful and has pretty good prices.
· http://florentinegloves.com/
· Dads and Young Men’s Committee will need white gloves as well. I will have extras… please ask me in advance.
· Program book. Deb page. Please provide me with a high def photo at lease 300 Dpi or schedule a photo shoot with a photographer of your choice. We can help connect you with our photographer. Pages should be complete by Nov. 1 at the very latest.
· Submit your social biography. The bio should be 200 word elevator pitch of your life, parents, schools, interests, awards, volunteerism, etc. Please feel free to add anything that is important to you. Examples of past Deb bios are available in the Program Section of our web page: www.Philadelphiacharityball.com.
· Send photos of yourself from one of your volunteer experiences. If you have photos from volunteer or charity work you have done in the past, please send digital copies to:
.
· Save the dates were mailed in August. If a friend did not receive that card, they may not be on our mailing list… please confirm people who need an invitation. You will want your friends and family to share this very special time with you!
Make sure they are invited.
· You may always send a digital copy of the invitation to your friend or ask me to do so for you. See attachment below.
· If you wish to invite family or friends to the event as your guest, please email a list of names and addresses. Each person will then receive the appropriate invitation in the mail noting that you are hosting him or her for the evening. Submit names and addresses ASAP to: .
· If you wish to put together a table(s) for friends and family, advise of the names. (you may also leave names out and they will be under your name as a guest.)
Prices for Tickets are as follows:
Dinner and Ball
$ 275 for 35 years of age and above
$ 225 for under 35 years of age
Ball only (9:30 p.m. -12:30 a.m.)
$ 150 for 18 – 20 years of age
$ 175 for 21 – 35 years of age
$ 200 for 35 and above
· Please pass along our sponsorship and advertisement opportunities to potential individuals and corporations. There are opportunities to sponsor the The Lester Lanin Orchestra, Breakfast, or the Program Book as well as Gold, Silver and Bronze Sponsorships that come with perks such as VIP seating, tickets, and recognition.
· A Full Page ad in Program Book is $1200, a half page ad is $600 and so on… Advertisements must be submitted ASAP to secure a spot in the Program Book. Donations will be acknowledged in the Program Book.
Send to:
Philadelphia Charity Ball, Inc.
P.O. Box 117
Southeastern, PA 19399
EXECUTIVE DIRECTOR
Lydia D. Butcher (610) 613-1245;
THE 2016
The 137th PHILADELPHIA CHARITY BALL
Young Men’s Committee Check list
· Program book 1/2 page. Please Provide Lydia Butcher with a high def photo at least 300 Dpi or schedule a photo shoot with a photographer of your choice. Alternatively, we can connect you with our photographer. Your photo should be completed by Nov. 1 at the very latest.
· Submit your social biography. The bio should be a 150-200 word elevator pitch of your life, parents, schools, interests, awards, volunteerism, etc. Please feel free to add anything that is important to you. To look at examples of past young men’s bios, please refer to the Program Section of our web page: .
· Send photos of yourself from one of your volunteer experiences. If you have photos from volunteer or charity work you have done in the past, please send digital copies to:
.
Rehearsal
· Mark your calendars for the mandatory Rehearsal
Wednesday, November 23 from 4:00 - 6:00 p.m. Meet and greet Debutantes and their fathers and several Board Members. We will walk through the presentation and show you the dance… this is a short waltz (a few Minutes that involve ‘twirling’ the Debs and making them look great. It is fun and easy.
The Evening Dress Code
· The Young Men’s Committee and Fathers of Debutantes must wear white tie and tails and white gloves.
Please order your white tie and tails early.
The following are suggested:
· Iacobucci Formal Wear
31 S. Eagle Rd., Ste. 107, Havertown, PA 19083
(Cross Streets: Between West Chester Pike and Wyndmoor Rd.)
(610) 449-1212; iacobuccitux.com
· Joseph Bank also rents white tie and tails: https://www.josbankformal.com