Dear Friend,
Thank you for all the support you’ve shown the Environmental Science Center over the years. As you know, your donations and commitments have helped tens of thousands of students and families experience the joys of nature and improve science literacy. Your leadership not only creates opportunities for students but it also inspires others in our community to follow your philanthropic path.
Our annual fundraising event helps us raise the unrestricted funds we need to support our daily operations and deliver programs. This year, our event will be moving from Earth Day to World Water
Day, Saturday, March 22 nd at a new venue – the Cove at Normandy Park! We are very excited about these changes as it will highlight one of our field study sites.
We are sending this Table Captain Packet as a request for you to join in the fun by becoming a Table
Captain at the Water Heroes Dinner and Auction. Please see the Table Captain Guide that is included in this packet for a complete list of responsibilities.
Briefly, you would be responsible for the following:

Fill a table with 8 people, including yourself

Register guests
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Attend event and host your guests
The packet is intended to provide you with everything you will need to make the job easier and more enjoyable. Please take the time to familiarize yourself with the information.
Enclosed you will find:
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Table Captain Commitment Form

Table Captain Guide

Table Captain Timeline

Invitation and Reservation Process (with sample scripts)

Guest List Form

ESC Fact Sheet
Again, thank you for your commitment to the Environmental Science Center. You make it possible for us to continue to serve students and families in need with enriching science programs.
Sincerely,
Chris Jansen
Board Presiden

Let us know today that you will be a Table Captain!
Yes, I will be a Table Captain at the Environmental Science Center’s Water Heroes Dinner and
Auction.
Name ________________________________________________________________________________
Company _____________________________________________________________________________
Address ______________________________________________________________________________
City ___________________________________ State _______________ Zip _______________________
Home Phone _______________________________ Work Phone ________________________________
Email ________________________________________________________________________________
Please return this completed form to Jennifer Dumlao via email, Outreach@EnvScienceCenter.org
or mail to:
Environmental Science Center
126 SW 148 th Street, Suite C100-170
Burien, WA 98166
th
Questions? Contact Jennifer Dumlao:
Outreach@EnvScienceCenter.org
or call 206-248-4266

1.
Make Contact
List 15 prospects. Decide what will work better for you and your prospects: an initial phone call followed by a letter or note, or a letter followed by a phone call. Don’t wait – Start today!
2.
Communicate Expectations
This is a fundraising event, but there is no minimum or maximum donation. Ticket price is $50 per person but we hope that your guests will be so inspired by the impact of the Environmental Science
Center that they choose to make a significant gift at the event.
3.
Tables of 8
Tables are to accommodate 8 people. However, things happen. To avoid having empty seats, we suggest you recruit 11 or 12 guests to fill your table. If your guests are an exceptionally reliable bunch, don’t worry – extra guests will be seated at a table near you.
4.
We’ll Help Fill Seats
Please contact us if you come short of 8 committed names. We may be able to pair you up as a cocaptain. But please let us know right away if you have trouble!
5.
Return Forms No Later Than Friday, March 7, 2014
Your Guest List containing the names, addresses (please specify home or business address), phone
numbers, and emails of those who have accepted your invitation is important to us. Filling the form out completely is critical to ensure that your guests don’t have to waste time at the registration table and that we can accurately assign tables.
6.
Payment Arrangements
You and your guests have several options for ticket payment:

Ask guests to pay online at http://www.brownpapertickets.com/event/508962
 Guests can pay at registration by either bringing a check or adding it to donation totals

You pay for entire table – pay online or at registration
 You pay for entire table upfront and collect money from guests
7.
Pre-Event Reminders for your Guests
Remind your guests at least twice – the week before and day of the event. Remind early registering guests a month ahead. Encourage your guests to bring matching gift forms from their companies.
8.
Table Assignments
We use a numbering system to assign tables. Table assignments will be emailed to you 2 days before the event. We will also have registration tables with lists of table assignments the day of the event.
9.
Post-Event Follow-up
We ask that you personally thank each of your guests by phone or email following the event.
Donors will receive a typed thank you from the Environmental Science Center.

Today! Make a list of 15 prospects for your table.
Get commitments from at least 8 guests for the events.
Send guest list to Jennifer Dumlao at Outreach@EnvScienceCenter.org
Now – February 28 Invite Guests.
March 7 DEADLINE for Guest Lists. Send to Jennifer Dumlao at
Outreach@EnvScienceCenter.org
. Make sure that each guest’s name, mailing address (including zip code), phone number, and email address are correct.
March 15 Remind your guests of the event. Make sure they have driving directions and parking information.
March 21 Touch base with each of your guests one last time. Answer any last minute questions.
March 22
March 23
Day of Event!
Check in at Registration by 4:30pm.
Greet your guests as they arrive and show them to table.
Prompt them during times of donation opportunities.
Call and thank your guests for attending and supporting the Environmental
Science Center.
Contact Information:
Jennifer Dumlao
Outreach and Development Manager
Environmental Science Center
126 SW 148 th Street, Suite C100-170, Burien, WA 98166
Outreach@EnvScienceCenter.org
Office: 206-248-4266
Cell: 206-851-5814
Website: www.EnvScienceCenter.org


Table Captains are responsible for inviting and confirming attendance of their guests.

Invite your guests by phone, e-mail, written note, or in person.

For a formal invite, ESC will have physical and electronic invitations that you can use.

Describe the event and your excitement about the Environmental Science Center.

Please have your guests RSVP to you and fill out the Guest List form.
 Ask guests if they have any dietary needs and note this on the Guest List form.

When a guest tells you they will come, please send them a confirmation email with event details and payment options: o Guest pays online: http://www.brownpapertickets.com/event/508962 o Guest pays at registration o You will pay for guest o You will cover their cost upfront – payment due later to you
 Complete the enclosed Table Captain Guest List form with your guests’ contact information and send it to
Outreach@EnvScienceCenter.org
by Friday, March 7, 2014.
Sample Scripts
Letter or Email
Dear (Guest Name),
I am recruiting folks to join me at the Environmental Science Center’s Water Heroes Dinner and Auction. This event supports
ESC’s efforts in continuing to engage students and families in environmental stewardship and academic achievement. I hope you will join me at my table. The gathering will bring together local business leaders, elected officials, civic and community leaders.
The event is Saturday, March 22 at The Cove in Normandy Park. Registration and a pre-event, outdoor educational presentation by naturalists will begin at 5:00pm. The cocktail hour and silent auction will also start at 5:00pm so make sure not to miss that! The program, speaker on shoreline restoration, dinner, and live auction will begin at 6:00pm and conclude by
8:30pm. I’ll be there early to have time to chat.
This is a fundraising event. Tickets are $50 per person to cover the cost of the meal. (Optional: I will be covering the cost of your ticket.) You will be asked to consider making a contribution through a variety of exciting activities: silent auction, live auction, raise the paddle, and a dessert dash. There is no minimum or maximum gift. I know that with your help we can reach our fundraising goal of $30,000!
Please join me at this important event. I will call you in the upcoming week to answer any questions you might have and confirm your availability. Or you can reach me at (xxx) xxx-xxxx or ______@_____.com/org. Thanks! I look forward to sharing this event with you!
All the best,
(Your name)
Phone Conversation
“Hello, ________. I’d like you to join me at my table at the Environmental Science Center’s Water Heroes Dinner and Auction.
This event is for people to come and learn more about the programs that promote environmental stewardship and academic achievement. There will even be a pre-event with naturalists and a speaker on shoreline restoration. The gathering will bring together business leaders, elected officials, civic and community leaders. Yes, it is a fundraiser, too. Tickets are $50 per person to cover the cost of the meal. (Optional: I will be covering the cost of your ticket.) You will be asked to consider making a contribution. There is no minimum nor maximum gift requested. It will be ESC’s job to inspire people to want to give. As much as anything, we want people to come and learn about all of the wonderful opportunities made possible by our supporters. I would be delighted if you could join me.”

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Send to Jennifer Dumlao at Outreach@EnvScienceCenter.org
or mail to:
Environmental Science Center
126 SW 148 th Street, Suite C100-170
Burien, WA 98166
Your Name:
This step is very important in making the event successful. Please use this form to let us know who will be sitting at your table
(yourself, plus seven confirmed guests). Thank you for being thorough and prompt.
Complete contact information in its entirety. Correct spelling is important.
Name Address City, State, Zip Telephone Email
Notes on Guests (dietary needs, accommodations, etc.):