2025 Donate or Decorate

2025 Tree Decorator Guidelines

Planning

As your group of star decorators plan your tree, keep in mind the objective of getting as high a bid as possible.  Trees that have done well in the past have had a very clever theme, been uniquely beautiful in design, or have had compelling gifts included in the theme. Creativity is the key!  This year a list will be available to see what themes other participating groups have already committed to in the hopes that duplicate themes do not diminish your bidding potential.  Please remember that everything attached to or under the tree will go to the highest bidder! 

Please note that Alcohol is not allowed on school property.  If you are including alcohol with your donation/tree, please be sure to list the items on your forms.  You may use a placeholder (ie: printed label of the item or a photo) in your set up, but must arrange with the committee for any alcoholic items to be collected when items are picked up after the Festival of Trees has ended.  The Festival of Trees Committee can help facilitate this exchange.  The Festival of Trees Committee can help facilitate this exchange. 

We will have two types of trees available courtesy of our local tree donors.  You may reserve a six foot noble or a three foot table top noble. You are also free to donate your own tree, either live or artificial.  The provided trees will include stands.  Specific trees and locations are assigned on a random basis on the first day of tree decoration. 

Forms

This year we are hoping to streamline the documentation and forms processes.  Decorators will submit a single form.  This form will request information about the donor, contact information, item name and description, and estimated value.  This information will be used to record your contribution, prepare acknowledgement letters and listings, and to properly descripe your donation for bid sheets and receipts.  Confirmation emails will be sent to decorators November 26th, details must be confirmed by December 1st.  Bid sheets will be printed December 2nd, all confirmations must be submitted by the end of day Monday December 1st with any updates to be included on the bid sheet and tax receipts.      

Decoration Day Instructions

A label with your group's name will be posted on your assigned tree.  Trees must remain in the allocated space, however groups are free to trade trees if both groups are in agreement.  

You’ll have a chance to decorate your tree on Wednesday, December 3rd, from 5:00 PM to 8:00 PM, Thursday, December 4th, from 9:00 AM to 9:00 PM, and Friday December 5 from 9:00 AM to 12:00 PM. If you bring pre-schoolers, please make arrangements for them to be supervised.

Decoration Requirements

ORNAMENTS: The buyer will need to transport the tree when the festival is over.  Therefore, ornaments must be firmly attached to ensure items are not damaged or lost when trees are shrink-wrapped.   All items on the tree, including lights and other decorations, must be glued or wired to the tree using pipe cleaners, zip ties, floral wire, etc.

Tree Skirt/Stand Covering

Decorators are required to furnish a tree skirt or other covering material for the base of their tree. This can be as simple as a piece of fabric or an elaborate skirt. Please use materials and designs that are not difficult to move – consider the delivery process when making your selection. 

Tree Lights

At the festival, power will be supplied to the base of your tree.  Use of LED lights is required. You do not need to provide a power strip and flat household extension cords may not be used.  Use new (UL-approved) light strings and lights that are independent of each other, so that if one light burns out, the rest stay on.  A useful rule of thumb is approximately two (2) light strings per each foot of tree.  Do not use old lights.

– Large outdoor lights are prohibited (large indoor lights are acceptable)

– Large outdoor lights may be added only as an included item under your tree.  

– Everything attached to or under the tree will go to the highest bidder!

2025 Auction Item Guidelines

Planning

As your group begins planning your donations for auction items, keep in mind the objective of getting as high a bid as possible.  Baskets that have done well in the past have had a very clever theme, been uniquely beautiful in design, or have included compelling gift certificates, activities, or adventures.  Creativity is your friend here.  Auction items may include gift baskets, holiday wreaths, gift certificates, unique or beautiful gift items, specialty holiday decor and more.  

Forms

This year we are hoping to streamline the documentation and forms processes.  Donors will be asked to submit a single form before or with delivery to the school.  This form will request information about the donor, contact information, an item name and description, an estimated value, proceeds designation preferences, etc.  This information will be used to record your contribution, prepare acknowledgement letters and listings, and to properly describe your donation for auction bid sheets and receipts.  

Donated Items will be accepted beginning November 1 at Hathaway Elementary.  Items must be delivered by November 25th.  

Documentation 

Forms must be submitted with donated items before November 25th.  Confirmation emails will be sent to decorators November 26th, details must be confirmed by December 1st.  Bid sheets will be printed December 2nd, all confirmations must be submitted by the end of day Monday December 1st with any updates to be included on the bid sheet and tax receipts.

Delivery Dates & Requirements 

Donated Items will be accepted beginning November 1 at Hathaway Elementary.  Items must be delivered by November 25th.  All donated items must be delivered with an attached copy of the donation form.  

Gift Item Restrictions - Alcohol: 

Please note that Alcohol is not allowed on school property.  If you are including alcohol with your donation, please be sure to list the item on your form.  You may also choose to use a placeholder (ie: printed label of the item or a photo) in your basket or set up, but must arrange for the actual alcohol to be collected after the Festival of Trees has ended.  The Festival of Trees Committee can help facilitate this exchange.