Table Captain Packet 2016
Contents
TC RESPONSIBILITIES CHECKLIST & TIMELINE ....................................................................................................................................... 2
TC RESPONSIBILITIES THE DAY OF THE EVENT ...................................................................................................................................... 4
TC FREQUENTLY ASKED QUESTIONS ............................................................................................................................................................ 5
GUIDELINES & TIPS FOR INVITATION PROCESS ...................................................................................................................................... 6
TABLE CAPTAIN SAMPLES ................................................................................................................................................................................. 7
Sample Personalized Note for Paper Invitation..................................................................................................................................... 7
Sample Email Invitation Introductions ..................................................................................................................................................... 7
ELECTRONIC INVITATION .................................................................................................................................................................................. 9
INVITEE TRACKING TOOL .................................................................................................................................................................................10
GUEST LIST ..............................................................................................................................................................................................................11
1
TC RESPONSIBILITIES CHECKLIST & TIMELINE
ACTION
Check your Table Captain Status!
http://www.mosaicproject.org/getinvolved/brunch/
Your name should show up as an option for Table Captain, email
richelle@mosaicproject.org if you do not see your name.
YOU DO NOT NEED TO REGISTER
Answer these questions and send the answers to
richelle@mosaicproject.org
IDEAL TIMELINE
Immediately
Immediately
1.
2.
3.
4.
Do you prefer calls, texts, or emails as your primary form of contact?
What times of day or night are best to reach you?
Is it ok to contact you by phone on the weekends?
How many printed invitations would you like? (We will include an
appropriate number of the other materials relative to the number of
invitations you request.)
5. Do you want your materials mailed or can you come by the office?
Review our brochure, Snapshot, & website
We know you love The Mosaic Project – if you are wondering why this is
important, see #6 in the FAQ section.
Immediately
Email the electronic invitation (included in TC Materials section and we
will also email it to you separately)
Use subject line: “March 5th: Save The Date for Mosaic!”
Include personalized intro (examples available in TC Materials section)
Pick up or request by mail:
 Beautiful paper invitations and post-it notes
 Mosaic Annual Snapshots & Brochures (you can see an online version
here)
 Donation envelopes
Recruit other Table Captains!
If you know or meet enthusiastic supporters who would make good Table
Captains, connect them by sending an email to Richelle and to them with
the subject “Possible New Table Captain.”
Immediately
Personalize paper invitations. Deliver by mail or in person.
Use the “Guidelines & Tips for Invitation Process” to support your success!
By Friday, February 12th
Follow up your e-mail/paper invitations with phone calls.
Continue inviting and following up with guests as needed.
Refine your guest list.
Communicate consistently with Richelle.
Ongoing
Keep the invitations on you all the time and hand them out to potential
donors who seem to be excited.
Send your initial guest list to Richelle.
Each table has 10 seats. Aim to get a “yes” from approximately 14
invitees, since a few guests tend to drop out at the last minute
All the time!
Send out a reminder email with subject “Last chance to secure a spot at
my table: Wednesday, February 24th!”
By Wednesday, February
24th
Immediately
Ongoing…
The sooner the better!
Ongoing
By Saturday, February 20th
2
Let your guests who have yet to register know that online registration will
be closing; after that date they can still attend, but will not be guaranteed
a spot at your table. We will still do our best to get them there!
Make follow-up calls to all invitees who said YES, to remind and confirm
Submit final guest list to Richelle.
This is the deadline for your guests to get an assigned seat at your own
table and have printed nametags.
By Friday, Feb. 26th
By Monday, February 29th
(11:59pm)
Receive confirmation for final guest list from Richelle.
Make any changes needed & send to richelle@mosaicproject.org
After this day, your guests who register will have handwritten nametags
and won’t be guaranteed a seat at your table!
Thursday, March 3rd
Please email by 11:59pm!
Send out an email reminder to all your guests with the subject “See You
Tomorrow at 10:30am!”
The body of the email can be simple; you can copy the details from the
electronic invitation, write a simple note of excitement, and remind them
to arrive at 10:30. It is very important for people to arrive in time to
check-in and be seated before the program begins at 11am.
Friday, March 4th
Arrive at the brunch by 10 am, stay until your guests leave!
*See separate “TC Responsibilities the day of the Event” below for details
SATURDAY, MARCH 5TH!
Follow up and thank your guests*
Richelle & the Mosaic team will mail thank yous to all donors.
Erica will call all donors over $1,000.
We need your help making sure that ALL guests feel appreciated!
*If your guests have feedback, constructive or complimentary, we would
love to hear it! Please share it by emailing richelle@mosaicproject.org
Monday, March 8th –
Friday, March 18th
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TC RESPONSIBILITIES THE DAY OF THE EVENT
ACTION
VERY IMPORTANT: Arrive by 10am.
If you want to arrive even earlier to enjoy the gorgeous surroundings or to lend a hand, please feel
welcome! We can’t guarantee that the coffee will be ready before 11am, but there are many
wonderful local cafes nearby (Felini’s, Local 321, Leila’s Café).
Receive your envelope in which you will place donations
Cross out names of anyone who does not show up, and write in names of any additional guests
who sit at your table.
Get your nametag!
Find your table, greet your guests
Let your guests know that they can eat as soon as they arrive – no need to wait!
Pass out pledge cards to your guests
Wait until instructed by the person doing the ask (on stage), and NOT before!
Collect all pledge cards from everyone at your table
Place ALL of them back in your large envelope, and seal it.
DO NOT mix two tables’ envelopes!
VERY IMPORTANT: Hand over your donation envelope!
This may arguable be the MOST important part of your entire experience as a TC. Please be
certain to hand deliver your envelope to the Table Captain Captain, Tari Nicholson, and NOBODY
other than that person.
*You will receive a printed copy of these instructions the day of the event.
POINT
PERSON
Richelle
Tari: Table
Captain
Captain
Floor
Manager*
Listen for
speaker’s
cue *
YOU!
Tari: Table
Captain
Captain
*Names will be
filled in by the
day of the
event.
4
TC FREQUENTLY ASKED QUESTIONS
1. Who should I invite?
People who you think might be inspired by our work AND able to contribute $100 or more.
Invite family, friends, colleagues, acquaintances, teachers, school administrators, business people, community
members, politicians, radio personalities…cast a wide net and you are bound to end up with the perfect 9 people at
your table on the 5th.
2. How much does it cost to attend?
Attendance is free, but it is a fundraising event! Each meal costs Mosaic about $30, so make sure your guests
are hungry not only for food, but also hungry to contribute to a more just, peaceful future! It is our hope that
each attendee will donate $100+, or have extremely high potential to secure contracts for our corporate
trainings through our Mosaic Consulting Project (MCP).
3. How many “YESSES” do I need?
Each table has 10 seats.
Aim to get a “yes” from approximately 14 invitees, since a few guests tend to drop out at the last minute.
4. What happens if I don’t fill my table?
We’ll combine you and your guests with another table.
Please let us know ASAP if you think you are not going to fill a table so we can pair you with another TC who is also
struggling to fill the table, and you can work together to meet the goal of 14 “yesses”!
5. How can I best utilize the paper invitations?
Personalize it! You will receive a sample invitation that shows how to use invitations when you pick up your TC
packet. Please write a personalized note on each invitation. There are examples below. As Table Captains, you
should be passionate and persuasive. Please review the sample notes in the TC MATERIALS section below. Please
hand-addresses the envelope and use your own return address to give it that extra personal touch. Please begin
this process right away!
6. Why do I need to follow up with a phone call?
We are asking you to do this for two reasons. First, we really need an accurate head count. Second, a phone call
gives that personal touch and encourages your invitee to respond to your personal invitation. This is your chance to
tell your potential guest a little bit more about The Mosaic Project! Our website, Snapshot and brochure are full of
useful information. You can review them before you make these calls to remind yourself about our programs and to
be ready for questions.
7. Why do I need to review the Snapshot & website? I already adore Mosaic!
We want to help you share your love of Mosaic with the world by providing you with the information people like to
know. Our brochure gives concise overviews of all our programs, and the Snapshot includes some financial stats of
interest. The following pages may be especially useful: Theory; History & Accomplishments; Research Supporting
Our Work; What your Dollars Can Do (at bottom of donate page).
For a higher quality of the Snapshot, view it on our website at the link below:
http://www.mosaicproject.org/wp-content/uploads/2012/05/SNAPSHOT-2016-FINAL.pdf
8. If you come, do you have to give?
No. You can reassure your potential guests that the brunch is free and that by making a commitment to attend, they
are not making a commitment to give a donation. This is simply an opportunity to learn more about what The
Mosaic Project does and to be inspired by a fabulous and entertaining presentation! It is our hope that they will
become so inspired that they will want to give at least $100 and hopefully a lot more, but they are not required to
give in order to attend.
9. What is the fundraising goal for the brunch?
On average, we have raised about $60,000 at this event. We are hoping to raise much more this year!
5
GUIDELINES & TIPS FOR INVITATION PROCESS
1. Invite, Call, and Call again! (repeat)
Use the timeline and the Invitee Tracking Tool included in the TC MATERIALS below to stay organized and on point.
Think of this as your being one of many co-hosts of a big party! Reminders and constant communication are key.
2. When invitees say yes:
CONGRATULATIONS!
 Let them know that you will call them again to confirm when the date gets closer.
 Ask them if they know anyone else who they think might like to attend.
 Add their name and other information to your guest list which you will e-mail to us by February 24th.
3. When invitees say no:
Your action will depend on to what they are saying “no.” Ask yourself:
Do they sound interested in our work, but reluctant to attend an event? If yes, consider their potential giving level
and take action accordingly:
Major Donor ($1,000+)
 Offer a personal meeting with the Executive Director/other Mosaic staff (and yourself, if appropriate).
Other Donors
 Do a little ask! Give them the option of just writing a check. If you have them on the phone, you might say
something such as:
I am so sorry you are unable to attend, Patricia. Would you be interested in making a donation anyway? I
have a donation envelope here. I can fill it out for you and send it to you as a reminder. I can tell you
what different amounts can do for the organization. (See donation envelope for contribution impact
information.) How much would you like to contribute?
For potential donors of all levels:
 Give them a donation envelope and a Snapshot with brochure insert. If mailing, write a personalized note
letting them know you wanted to provide them with more information and the opportunity to invest in a more
just, diverse, inclusive future (or something of that nature).
4. Pitching to folks that you know won’t attend:
Fundraising experts say that people will give more money if they come to the event, rather than if they just write a
check after receiving a phone call or written materials by mail. The brunch will give us a chance to really wow the
potential donors and show them what The Mosaic Project is all about. That said, the invitation process is a great way
to spread the word about our work and gain new support, even from people who don’t attend the brunch. For
potential donors who live out of state, or those who have prior obligations:
 Send a Snapshot with brochure insert, along with the invitation, and direct them to our website for more
information.
 Enclose a donation envelope and a personalized, handwritten note.
5. The second phone call:
Call your guests a week and a half in advance (by February 24thth) to remind them about the event and confirm
they are coming.
6. Checking in with us:
We are available for support any time you need it. We will call and e-mail you reminders for periodic guest list
updates. This is such an exciting time for all of us who support The Mosaic Project, and we are looking forward to
expanding our community through this event!
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TABLE CAPTAIN SAMPLES
Sample Personalized Note for Paper Invitation (either directly on the invitation or
Mosaic post-it)
SAMPLE 1
Patricia, I am really excited about The Mosaic Project and this event and I would love for you to join me at my
table! Everyone I know who came last year called it the best, most exciting, most inspirational event they had
ever attended. It was amazing! This is a great way to get a taste of some incredible work being done in our
community. It’s also a great opportunity to hang out with some other extraordinarily cool people at my table.
I’ll give you a call to chat about it…
SAMPLE 2
Hi Noni! I know you have been involved in the Black Lives Matter Movement, and I think you will appreciate the
work of this local grassroots organization. The Mosaic Project addresses the root causes of violence and
discrimination in creative ways that really work with children AND adults. We know that now is an especially
crucial time to support organizations that work towards peace and justice. Mosaic is one of my favorites, and I
would love to share their revolutionary work with you at this upcoming, inspiring event!
Sample Email Invitation Introductions
*In addition to writing passionate intros to the invitation, you can add extra pizazz by including a link to a video that
moves you from our wide selection on our YouTube channel. Here are a few favorites:
LOOK AGAIN (4 minute-long Youth-leader made video for Michael Brown, Trayvon Martin, Renisha McBride, and
countless others; breaks down how stereotyping can lead to violence.)
Peace is Possible (2.5 minute-long video about our Outdoor School program. Same video that is on our homepage.)
I-Statement Boogie (30 second clip of students singing at the Outdoor School)
SAMPLE 1
I’m excited to invite you to an event celebrating The Mosaic Project that I believe will change you. And that’s
not an idle threat. Everyone I know who came to this fundraising event last year called it the best, most
exciting, most inspirational fundraising event they had ever attended.
There was singing, there was dancing, there was crying and there was laughing. People were moved, kids
looked adorable as they defined the word “empathy,” dogs howled. The event captured the magic of an
incredible community of people drawn around the vision that we are all interconnected and that with more
empathy, self-esteem, and conflict resolution skills, we can begin to solve some of society’s most intractable
problems of inequality. In short, it was better than any Bruce Springsteen concert could ever be without Bruce
Springsteen! (And that’s the highest compliment I have.)
So, if you haven’t heard me go on about Mosaic, you are wondering what it is all about. Check out the website
at www.mosaicproject.org.
Please come - and bring a friend! (Wow, if I get even a third of you sitting around the same table, that would
be an incredible experience!)
7
Mark
SAMPLE 2
Greetings Fine Friends and Colleagues,
First of all, please take a moment to view the invitation at the end of this email, then proceed to the following:
The earthy-crunchy/service-oriented/peace loving character in me has decided to be a “table captain” for a
fundraising event that has actually proven to make quite an impact on young people and the future.
The non-profit organization is The Mosaic Project, which brings young people from multiple socio-economic
levels together for one week in the Napa foothills. It truly is an experience that the young ones never forget. I
work with eighth graders who still remember and love every experience they had when they attended three
years ago. I will be bringing another group of fourth/fifth graders there in later in May.
The programs main focus is on communication, conflict-resolution, diversity, and empathy, which are
obviously necessary for a sustainable future in every industry and location on the planet. One of my students,
just this very moment as she was walking by, quoted the following: “It is the greatest experience in a child’s
life. I think every child should be at this camp. It will teach you to respect and care for one another, and to
spread happiness to all. This camp was a wonderful experience for me, and it would be great if children would
learn what they teach because they carry the world’s future in their hands.”
I know that our Saturday mornings can be very booked with house-work, gardening, shopping, “gymming”,
reading, sleeping, or still “rock-staring” from the night before; however, this truly is an amazing non-profit that
making tremendous change in the way children view themselves and also, how them view themselves
in relation to others and the world.
Please take a look at the website www.mosaicproject.org and then give me your initial response. I’ll need to
start solidifying plans very soon. In addition, if you know of others who may be interested, please spread the
word. I can only host enough spaces for ten people, and please note that it is free...well, it’s a fundraiser, so
any donations would be greatly appreciated of course. Hopefully, you and/or your company will be willing to
be a contributing force in the life of this organization.
More personally, I would love to gather with all of you. I’m sure as the list of attendees becomes solid, we can
all come up with some other fun activities to complement the event, afterwards. One thought is to take a lil’
hike up to Napa for a proper day of tasting, sunning, and eating.
Most Sincerely and Genuinely,
~David
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ELECTRONIC INVITATION
Register here. For more information, please contact info@mosaicproject.org or 510-452-3377.
The Mosaic Project, a 501(c)(3) nonprofit organization, works toward a peaceful future by uniting
children of diverse backgrounds, providing them with essential community building skills, and
empowering them to become peacemakers. Our principal program is our unique Outdoor School
which brings together 4th and 5th grade classes from schools that differ markedly in socioeconomic,
racial, and ethnic make-up. Our complementary work with youth and adults supports our youngest
peacemakers while also enabling us to reach wider communities through schools, community- based
organizations, and the workplace.Together, we create microcosms of the just, diverse, inclusive
world we envision, demonstrate that peace is possible, and inspire action.
The Mosaic Project | 478 Santa Clara Ave., Suite 200 | Oakland, CA
94610 510-452-3377 | www.mosaicproject.org
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INVITEE TRACKING TOOL
Prospect
Name/connection
10
Approach
Phone, email, in person
Invite given
Y/N, date, other
materials given?
Initial response
Y/N/maybe
Follow up needed
How/when?
Follow-up done / notes
Final response
& head count
GUEST LIST
GUEST’S NAME
THE MOSAIC PROJECT - COMMUNITY FUNDRAISING BRUNCH - SATURDAY, MARCH 5TH, 2015
ADDRESS
PHONE NUMBER
EMAIL ADDRESS
11