Harford County Young Life
Fund Raising Banquet
“You Were Made For This!”
Table Host
Information Packet
Tuesday, April 16, 2013
6:00 pm
Bel Air Church of the Nazarene
2430 Conowingo Rd.
Bel Air
**Catered by Outback Steakhouse
Banquet Coordinator
Kim Sweat
Area Staff
Mike Sweat
Emily Barefoot
February 12, 2013
Dear Table Host ,
Thank you for agreeing to host a table at this year’s Young Life Fundraising Banquet! You are the key to the success of this annual fund raising effort which generates the financial support that keeps Young Life in the area.
Important Dates and Responsibilities for Hosts
· Wednesday, February 27th: Attend Important Table Host Meeting at the home of Donovan and Becky Leone from 7-8:30 pm. (1441 Brierhill Estates Drive in Bel Air *YL Office) **Bring with you the names and EMAIL addresses for the folks you’d like to invite to the banquet this year and your own LAPTOP (if you have one) It is very important for you to attend this meeting as we are doing our invitations electronically this year and we need to get you registered and informed about our electronic invitation system.
· March 2nd : Call everyone on your list and make sure they received the invitation via their email. Encourage them to register (whether accept or decline) as soon as possible.
· April 2nd: R.S.V.P. Deadline for your table of 10 people including yourself. Please try to get a response by this time.
· April 9th: Confirm with your guest that they will be attending the banquet next week. Please be sure that your guests are registered online. If they are not, please help them to do so.
· Tuesday, April 16th: Attend the 6:00 YL Banquet at the Bel Air Church of the Nazarene and be ready for an awesome evening of good food, laughter, stories and vision. Did I mention Outback on the Barbie?
Become a Corporate Sponsor! *Please also note that being a table host does not mean you have to pay for your guests at your table. BUT there is a separate opportunity created for sponsorship through local business owners and companies to help underwrite the cost of the event. If you have any interest purchasing an ad in our sponsorship booklet and on our website, please contact Donovan Leone at or call him at 410-903-2698.
Thanks again for your support of Young Life. I look forward to seeing you next Wednesday, February 27th. Please email or call me if you have any questions or concerns at or 410-459-3712.
Kim Sweat
Table Host Meeting
Wednesday, February 27, 2013
7:00 pm
Home of Donovan and Becky Leone
1441 Brierhill Estates Drive
Bel Air, MD 21015
(This is also the location of the YL Office, so please enter around the back basement door)
**Please call Kim 410-458-3712 or email at to let me know if you will be attending this very important meeting.
1. You will be responsible to fill a table of 10 people, including yourself.
2. Do not call anyone until after you come to the Host Meeting and have registered yourself in our Ministry Sync, electronic invitation system. Details will be explained more in depth at the meeting.
3. **Bring with you to the Host Meeting: names, home addresses and email addresses of guests that you would like to invite. At this time you can also check with other hosts to make sure someone isn’t being formally invited more than once.
4. Invitations will be sent electronically via email on this night, so you can begin following up with folks personally as soon as you you’d like.
Calling
“Making a personal touch”
Make your calls:
March 2nd
1. You will follow up the emailed invitation with a phone call.
2. Ask them if they have received their invitation to the Young Life Banquet via email. If they have not received an email invitation, they can go to www.harfordcountyyounglife.org and register online or contact Kim Sweat at or 410-458-3712.
3. Invite them to the banquet and ask them to join you at your table.
4. Make it clear that there is no cost to the Banquet but that this is a fund-raiser. They will have the opportunity to see and hear about the ministry of Young Life in the local communities. At the end of the evening, a brief presentation of the financial needs will be made. It will not be high pressure. Some people come to the Banquet for information only. There is no obligation to give but they need to know it is a fund-raiser.
5. Ask your guest if they could please register themselves regarding their attendance to the banquet through the electronic invitation they have received.
6. Fill your table with 10 people, including yourself.
7. If you fill your table and still have names to call on your list that you have not called, continue calling the remaining people. Invite them to come to the Banquet and we will seat them with another Host who does not have a full table. They still must register online if they are planning on attending.
8. If people cannot attend, please ask them if they “would like to be on the Young Life list?” Then mark “keep on list” or “take off list” directly on the label sheet.
9. Adults only are invited. Some high school kids will be in the program but will not be seated with parents.
R.S.V.P. Deadline
Tuesday, April 2nd
It is very critical that everyone who plans to attend the banquet register online. If we do not have their information online then we can only assume they are not attending.
Please make this process clear with your guests so that we can appropriately greet them the night of the banquet and make sure that they are comfortably seated.
Confirm With your Guests
Tuesday, April 9th
Please call your guest the week before the banquet to confirm, remind, and let them know that you are excited to be with them. Let them know that we are counting on them. If there is a cancellation or substitution, please call or email the office (see above). This ensures that we have an accurate count and also helps us make the proper adjustments for late additions or changes. Thanks!
Night of the Banquet
Tuesday. April 16th
The Hors D’Oeurves Hour begins at 6:00 pm. Please arrive about 10 minutes early to have the opportunity to great your guests. Dinner should begin around 6:30 pm. There will be a table set up in the foyer with everyone’s name tag. These will have each person’s table number on it and the tables will be marked in the room. Relax and enjoy the evening!
At the end of the evening, the keynote speaker will make a financial appeal. He will ask that each person fills out a card for attendance purposes. Please make sure all your guests place their pledge cards into the large manila envelope on your table. Thanks!