HOST INFORMATION HUB

WELCOME TABLE HOSTS

Thank you for agreeing to host a table for Bright Lights on Civic, Grand Rapids Civic Theatre’s annual fundraising luncheon on Wednesday, May 13, 2026. This event would not be possible without hosts like you who generously give their time, energy, and support to help share our mission with the community.

Below, you’ll find event details, helpful information, and tools to support you as you invite guests and prepare for the luncheon. We’re so grateful for your partnership in making this event a success.

If you have any questions or need assistance along the way, please don’t hesitate to contact Kim Vincent at k.vincent@grct.org or (616) 222-6650 ext. 6667.

WHAT IS MY ROLE AS A HOST? (START HERE)

Prior to the Event – Inviting Guests

• Brainstorm potential guests. If you need inspiration, use our quick relationship mapping tool.
• Invite 8 guests to join your table (you and a Civic Theatre volunteer will complete your table of 10).
  • Feel free to invite guests however you see fit. You can simply text or email this simple invitation to your guests, and/or feel free to use our sample invitation language.
• By 5:00 PM on May 6, submit your final guest list using our guest list submission form.
  • Alternatively, you may email your list to Kim Vincent at k.vincent@grct.org. Kim will send you a guest list template to fill in the necessary information.
• On May 12, send a reminder email to your guests with event details.

Day of the Event

• Please arrive at least 20 minutes early to find your nametag and table and get settled so you’re ready to greet your guests as they arrive.
• Set an example for your guests by actively engaging in the event and filling out your own pledge card (or making an online gift).
• Collect complete pledge cards and envelopes from guests and return them to Grand Rapids Civic Theatre staff before leaving.

After the Event

• On May 14, send guests an email or handwritten thank-you note for attending. For guests who did not attend, send an email encouraging them to still support Grand Rapids Civic Theatre.
• Brainstorm ideas on how Civic can continue to engage your guests throughout the year.
• Watch for follow-up emails from Civic staff to help keep the momentum moving.

HOST TOOLKIT

Useful links to help you be an effective table host: