In the past we have had churches apply to host Night to Shine without a full understanding of the event and what is expected of an official Host Church. Please take a few moments to review the following list of expectations that will also be sent to you as part of the official Night to Shine Planning Manual once your church has been accepted as a 2018 Host Church.
In order to maintain a consistent level of excellence in
service, event production and brand throughout this worldwide event, we must
request that the following expectations regarding the event planning,
marketing, professional services, volunteers, event set-up and follow-through
are met. The following list of expectations is the result of extensive
research, advice and counsel from experts in the field and the firsthand
experience with thousands of guests, volunteers and staff.
o
Event held on church property unless otherwise
agreed upon in writing.
o
Minimum of 75 guests with special needs in
attendance.
o
Event complimentary for all guests with special
needs and their parents/caretakers.
o
Event timeframe of 6 p.m. – 9 p.m. (respective time zones) on Friday,
February 9, 2018.
o
Pastor-led prayer during the event.
o
Crowning ceremony to crown each guest a king or
queen of the prom.
o
Encouraging notecards for each honored guest.
o
Budget proposal submitted by November 1, 2017,
for review and approval.
o
Estimated number of attendees submitted by December
15, 2017.
o
TTF added to church insurance and provided with
a copy of the policy by January 30, 2018.
o
A/V equipment for playing video and other
digital media during the event.
o
TTF staff, Global Partners, celebrities and VIP
guests may visit select churches. Your church may be asked to set-up a
designated cheering area for visiting Global Partners, celebrities or VIP
guests.
o
Use of official Night to Shine press release and
additional release template provided by TTF.
o
Use of official introductory social media post
provided by TTF.
o
Use of official Night to Shine and Tim Tebow
Foundation hashtags.
o
Use of official Tim Tebow Foundation Night to
Shine Invitation.
o
Use of official Tim Tebow Foundation Night to Shine
Reminder.
o
Use of official Night to Shine and Tim Tebow
Foundation logos in the exact format they are received.
o
Use of official event name: Night to Shine,
sponsored by the Tim Tebow Foundation at <Insert Your Church Name>.
o
Use of Key Information and Talking Points,
provided in the Official Night to Shine Planning Manual. Church staff and
volunteers have read and understand the expectations around handling the media,
key messaging and talking points for communicating with the media and other
parties.
o
Use of one email from the Tim Tebow Foundation
to your Night to Shine volunteers thanking them for their love for people with
special needs and an invitation to hear about how their support of their local
Night to Shine is impacting the worldwide movement of Night to Shine.
o
Use of one email from the Tim Tebow Foundation
to the honored guests and/or their family letting them know how much TTF
supports them. Also included will be an invitation for them to see and be a
part of the Night to Shine stories from around the world.
o
Use of a special message from our Global Partner
team, accompanying the video message from Tim Tebow.
o
Use of logos provided by TTF, including logos
from TTF, Global Partners and your church’s logo in a logo loop to be played at
the event.
o
Use of all signage provided by the Tim Tebow
Foundation and Global Partners.
o
Minimum of 3 professional photographers covering
the scope of the event.
o
Videographer.
o
DJ, playing music that is entirely free of
explicit content (profanity, sexual themes or drug and alcohol references).
*Your DJ should be able to recommend a set list
of appropriate songs.
o
Food for guests, parents, family and caretakers.
o
Flower station, providing corsages for the
ladies and boutonnieres for the men.
o
Uniformed EMT and Law Enforcement personnel on
site during the event in a designated area.
Volunteer Expectations
o
Network of volunteers with specific assigned
roles.
o
Background checks for all volunteers.
o
Buddy for every guest with special needs.
o
Volunteers will all receive training for the
event in general and in their respective role.
o
Volunteers will all read and understand how to
use People First Language and how to respectfully interact with guests.
o
Event signage utilizes the Night to Shine theme,
colors and messaging.
o
Volunteer check-in area on day of the event.
o
Plan for parking and drop-off, including
directional signage and parking attendants.
o
Limousine(s) available on site during the event
to offer all guests with special needs an opportunity for a short ride.
o
Red carpet with rope and stanchions at the
entrance/drop-off area.
o
Registration table with the official Night to
Shine table runner from the Night to Shine Prom Kit.
o
Coat Check and Lost and Found area near the
registration table.
o
Beauty station offering makeup and hair
touch-ups for ladies and shoe shines for men.
o
Dance Floor Space.
o
Karaoke.
o
Crowns and tiaras for each guest.
o
Special video message from Tim Tebow played during
the event.
o
Respite Room area designated specifically for
parents, family members or caretakers to enjoy food and entertainment, such as
a movie or other appropriate activity.
o
Sensory Room area specifically for guests who
may have become over-stimulated or need a quieter environment for the evening.
o
Gift table for distribution of official Night to
Shine favors and any additional favors provided by the church that are approved
by TTF.
Post-Event Expectations
o
Selection of 10-20 photos covering the overview
of your event submitted to the Tim Tebow Foundation by noon EST on February 10,
2018.
o
Selection of high quality video highlights from
your event submitted to TTF by noon EST on February 10, 2018.
o
All remaining raw and edited footage sent by February
16, 2018.
o
Complete financial statement including all
expenses incurred and all in-kind donations submitted by February 23, 2018.
